ABSTRACT

This document covers the utility aspect of ESS

Application. User can use this document to learn
about various features available in ESS application.
Prepared by – DLI Consulting Team

WHITE PAPER ON HR WORKS PLUS

White Paper on Employee Self Service (ESS).
Application by DLI

Ver. 1.4
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Contents
1. INTRODUCTION------------------------------------------------------------------------------------------------------------------------- 2
2. SYSTEM FUNCTIONALITY AND ITS BUSINESS UTILITY ----------------------------------------------------------- 2
2.1. DEFINITION ------------------------------------------------------------------------------------ ERROR! BOOKMARK NOT DEFINED.
3. SYSTEM PROCESSES --------------------------------------------------------------------------------------------------------------- 4
3.1. SYSTEM ADMINISTRATION ------------------------------------------------------------------------------------------------------- 4
3.1.1. USER MANAGEMENT----------------------------------------------------------------------------------------------------------- 4
3.1.2. ASSIGN PROXY ------------------------------------------------------------------------------------------------------------------ 5
3.2. TRANSACTIONS --------------------------------------------------------------------------------------------------------------------- 6
3.2.1. LEAVE APPLICATION ----------------------------------------------------------------------------------------------------------- 6
3.2.1.1. LEAVE APPLICATION – REQUEST -------------------------------------------------------------------------------------- 7
3.2.1.2. LEAVE APPLICATION – APPROVAL ---------------------------------------------------------------------------------- 10
3.2.1.3. LEAVE APPLICATION – PROXY ---------------------------------------------------------------------------------------- 13
3.2.2. ROLE DELEGATION ----------------------------------------------------------------------------------------------------------- 15
3.2.2.1. ROLE DELEGATION – REQUEST -------------------------------------------------------------------------------------- 15
3.2.2.2. ROLE DELEGATION – APPROVAL ------------------------------------------------------------------------------------ 16
3.2.3. BUSINESS TRAVEL EXPENSE --------------------------------------------------------------------------------------------- 17
3.2.3.1. BUSINESS TRAVEL EXPENSE - REQUEST -------------------------------------------------------------------------- 18
3.2.3.2. BUSINESS TRAVEL EXPENSE - APPROVAL ------------------------------------------------------------------------ 21
3.2.3.3. BUSINESS TRAVEL EXPENSE - PROXY ----------------------------------------------------------------------------- 22
3.2.4. GENERAL EXPENSE ---------------------------------------------------------------------------------------------------------- 23
3.2.4.1. GENERAL EXPENSE - REQUEST -------------------------------------------------------------------------------------- 24
3.2.4.2. GENERAL EXPENSE - APPROVAL ------------------------------------------------------------------------------------ 27
3.2.4.3. GENERAL EXPENSE - PROXY ------------------------------------------------------------------------------------------ 28
3.2.5. MY PROFILE -------------------------------------------------------------------------------------------------------------------- 30
3.2.5.1. MY PROFILE - PAYROLL ------------------------------------------------------------------------------------------------ 30
3.2.5.2. MY PROFILE - PROFESSIONAL ---------------------------------------------------------------------------------------- 31
3.2.5.3. MY PROFILE - PERSONAL ---------------------------------------------------------------------------------------------- 31
3.2.5.4. MY PROFILE – EMPLOYEE RECORDS ------------------------------------------------------------------------------- 32
3.2.6. LOAN REQUEST --------------------------------------------------------------------------------------------------------------- 33
3.2.6.1. LOAN REQUEST – REQUEST ------------------------------------------------------------------------------------------- 34
3.2.7. BENEFIT REQUEST ----------------------------------------------------------------------------------------------------------- 36
3.2.7.1. BENEFITS REQUEST – REQUEST ------------------------------------------------------------------------------------- 37
3.2.8. AIR TICKET REQUEST ------------------------------------------------------------------------------------------------------- 38
3.2.8.1. AIR TICKET – REQUEST ------------------------------------------------------------------------------------------------- 38
3.2.8.2. AIR TICKET – APPROVAL ----------------------------------------------------------------------------------------------- 39
3.2.8.3. AIR TICKET – PROXY----------------------------------------------------------------------------------------------------- 42
3.2.9. EMPLOYEE M ASTER --------------------------------------------------------------------------------------------------------- 43
3.2.10. REPORT CENTER ------------------------------------------------------------------------------------------------------------- 44
3.2.10.1. EMPLOYEE DETAILS ------------------------------------------------------------------------------------------------------ 44
3.2.10.2. PERSONAL RECORDS ---------------------------------------------------------------------------------------------------- 45
3.2.11. EDIT INFO ----------------------------------------------------------------------------------------------------------------------- 46
3.2.11.1. EDIT INFO – REQUEST --------------------------------------------------------------------------------------------------- 46
3.2.12. MY PAYSLIP -------------------------------------------------------------------------------------------------------------------- 48

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1. Introduction
HR Works Plus as Employee Self Service (ESS) is a combination of
technology and organizational change that enables users to interact
directly with their human resource data to inquire, review and act upon
transactions in the workplace. This human resource technology is known
as employee self-service, manager self-service, or employee direct-access systems. ESS promises a
"paperless" office, streamlined business processes, and the elimination of "administrivia" for
human resource staff because employees and managers conduct basic transactions via computer
that were formerly completed on paper forms and then processed by HR staff.

There are several types of self-service applications: Interactive Voice Response, Internet and
intranet. In this paper, we focus on web-based self-service via a company intranet or the Internet.
This paper discuss about the system functionalities available in HR Works Plus, an ESS application
by DLI-IT.

2. System Functionality and its Business Utility

2.1. System – At a Glance

Fig : HR Works – At a Glance

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2.2. Functionality & Its Utility

1. User Management –User for managing Ess’ users with respect to Invitation, Activation /
Deactivation, etc
2. Leave Application – Used for recording a leave transaction.
3. Role Delegation – Use for passing the system responsibilities to another system user.
4. Employee Profile – Use for reviewing employee personal records including salary details.
5. Business Travel Expense – Use for claiming for an automated allowance that is applicable
while travelling for a Business Trip. Ex – Per Diem
6. General Expense Claim - Use for recording a claim for expenses incurred in a business
travel.
7. Employee Master - List out the employee master of all the employee under a supervisor
based on hierarchy.
8. Report Center – Publish reports with various employee related data. Viz – Salary details,
personal information, etc.
9. Edit Info – Allow the employee to put up request for employee related information changes
in the system.
10. My Payslip – Allow employee to print payslip.

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3. System Processes
3.1. System Administration
3.1.1. User Management
The “User Management “is a part of administration and it deals with handling ESS Users. It covers slew
of activities starting with sending invitation to users, User Profile Creation for ESS, Managing activation
of user profile, monitoring user activities with respect to ESS transaction.

The following screen gives an overview of the functioning of “user management”

Characteristics
It can manage:-

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a) Invitation to users - A HR can send invitation to the prospective user to enable their credentials
for logging into ESS user.
b) Deactivate users – One can deactivate users based on their termination, suspension, or any
other non-availability or inactivity in ESS.
c) Activate Users – One can activate a deactivated user.
d) One can view the overall logged-in, pending invitation , etc status

e) An admin can view the activity log of various user :-

3.1.2. Assign Proxy

One can able to link employee to a proxy. This proxy will then be able to carry out various transction on
the assigned employee behalf.

The following screen gives an overview of the functioning of “assign proxy” which is an administrative
task.

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3.2. Transactions
3.2.1. Leave Application
This transaction is used for recording / applying for Leave Application. Employee can register their past,
present and future leave application. This will proceed to respective pre defined approver as per set
hierarchy. Once fully approved, the record will then be passed on to the payroll application for
necessary action. The screen is divided into three sub tabs :- (a) Request , (b) Approval , (c) Proxy.

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3.2.1.1. Leave Application – Request

Request tab is used by the employee for self-applying a leave in the system for self. An employee can
apply a leave and “submit” a transaction for the approval.

The following screen gives an overview of the functioning of “Leave Application - Request” . Main forms
shows the historical records, whereas individual records can be viewed / created through instance form.

Fig : Leave Application – Main form

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Fig : Leave Application – Instance form

Characteristics
It can manage:-
a) Leave Statistics : a graphical birds eye view of various leave applied and their status.

b) Main form of leave application >> Request tab shows various historical transaction on which
bulk action – (a) submit, (b) delete can be taken.
c) Leave Calendar: This is another graphical representation in calendar view which shows the leave
applied on various dates in a calendar. Both yearly and monthly calendar view is available.

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d) One can see the approval work flow hierarchy for a transaction while they are still running with
a transaction.

e) One can also view team member leaves in “team view” functionality. This will empower an
employee to take a preemptive action by rescheduling its leave if a peer member’s leave is
clashing by.

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3.2.1.2. Leave Application – Approval

Leave application approval tab is meant for Approver who would be using this tab to enact on the
subordinate leave. An approver can approve , reject a subordinate leave application by applying
respective action.

The following screen gives an overview of the functioning of “Leave Application - Approval”.

Characteristics

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It can manage:-
a) Leave Statistics: One can take a bulk action – (a) Approve (b) Reject on various leave application
records in one shot.
b) An approver can able to view a leave calendar of various subordinate through Leave Calendar
option, as shown :-

c) An approver can able to see leave application graphical representation of all the leaves by a
subordinate irrespective of the approver.

d) In a similar fashion, annual leaves statistics also can be shown :-

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e) An approver can able to see leave application in grid view of all the leaves by a subordinate
irrespective of the approver.
f) Team View section shows various leaves from various employees that forms a part of the leave.

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3.2.1.3. Leave Application – Proxy

Proxy tab will be used by a proxy user who have been assigned with some proxy. A proxy employee will
be able to carry out leave application transaction on some employee behalf who has been assigned to
this proxy through “Assign Proxy” task.

The following screen gives an overview of the functioning of “Leave Application - Request”.

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Characteristics
a) A proxy form has all the characteristics of “Leave Application – Request” tab and ‘Leave
Application – Approval “ tab.

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3.2.2. Role Delegation

Delegation provides a process to reassign your system responsibilities for Approving and Monitoring
various requests from employees. Whether you are on vacation or business travel, if you need to
delegate your approval liabilities “Role Delegation” is a tool to enable it.

When you delegate to a proxy, an alert is sent to that user. They will go into Employee Self Service and
accept or reject the requested responsibilities to finally conclude the delegation.

3.2.2.1. Role Delegation – Request

Role delegation – request tab is used by the requester who is applying for a role delegation transaction.
This will be forwarded to the concern approver based on approval workflow.

Fig : Role Delegation – Main Form

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Fig : Role Delegation – Instance Form

Characteristics
a) One can see what is “Delegated to a user “ and what is “Delegated by a user” in the respective –
Delegated by me and Delegated to me section.

3.2.2.2. Role Delegation – Approval

This tab is used for approving the role delegation request by a subordinate.

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3.2.3. Business Travel Expense

Business travel expense transaction used for recording actual expense incurred while on a business trip.
Business Travel Claim will be based on travel and will be used if user is expecting system to calculate
expenses like per diem, automatically as per company policy. This could also be used to calculate
expenses like expense incurred based on travel based on mileage, mode of transport, etc.

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3.2.3.1. Business Travel Expense - Request

Through this tab, one can apply for a request for expense reimbursement.

The following screen gives an overview of the functioning of “Business Travel Expense - Request”.

Fig: Business Travel Expense – Main Form

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Fig : Business Travel Expense – Instance Form

Characteristics
It can manage:-
a) Expense Claim Summary: A graphical representation of various expenses applied.

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b) Main form of Business Travel Expense >> Request tab shows various historical transaction of
“Claim Requests” on which bulk action – (a) submit, (b) delete can be taken.
c) Payment History : This section shows various reimbursement made through system against an
expense claim.

d) One can see the approval work flow hierarchy for a transaction while they are still running with
a transaction.

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3.2.3.2. Business Travel Expense - Approval

This tab is used by the approver for approving an expense claim request of a subordinate.

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3.2.3.3. Business Travel Expense - Proxy

Characteristics
It can manage:-
a) Shows expenses claim applied for by various subordinate.
b) Shows all the expenses claim applied by a subordinate irrespective of the approver.

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3.2.4. General Expense

General Expense Claim transaction is used for recording actual expense incurred while on a business trip
without involving the aspect of automatic calculation of expense allowance such as – (1) Per Diem, (2)
Trip Allowance, etc.

Based on the actuals, user will be able to request for reimbursement plainly in HR Works Plus.

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3.2.4.1. General Expense - Request

Through this tab, one can apply for a request for expense reimbursement.

The following screen gives an overview of the functioning of “General Expense - Request”.

Fig : General Expense – Main Form

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Fig : Business Travel Expense – Instance Form

Characteristics
It can manage:-
e) Expense Claim Summary: A graphical representation of various expenses applied.

f) Main form of General Expense >> Request tab shows various historical transaction of “Claim
Requests” on which bulk action – (a) submit, (b) delete can be taken.
g) Payment History: This section shows various reimbursement made through system against an
expense claim.
h) One can see the approval work flow hierarchy for a transaction while they are still running with
a transaction.

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3.2.4.2. General Expense - Approval

This tab is used by the approver for approving an expense claim request of a subordinate.

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3.2.4.3. General Expense - Proxy

This tab is used by the approver for approving an expense claim request of a subordinate.

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Fig: A proxy user can create general expense for the assigned employee

Characteristics
It can manage:-
c) Shows expenses claim applied for by various subordinate.
d) Shows all the expenses claim applied by a subordinate irrespective of the approver.

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3.2.5. My Profile
Usually, in a business scenario, employee is required to look into employee details. This functions is for
displaying various employee personnel details.

3.2.5.1. My Profile - Payroll

This tab displays Payroll details.

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3.2.5.2. My Profile - Professional

This tab displays professional details - like

3.2.5.3. My Profile - Personal

This tab displays details which are personal to the employee.

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This tab displays employee details which are recorded in the payroll system and is used by the
organization and system for various utilities viz – (a) Dependent details is used for computing benefits.
(b) Certificate details shows expiry of various certificates.

3.2.5.4. My Profile – Employee Records

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3.2.6. Loan Request

Usually in a business scenario, employee is required for applying for loan request. A Loan Request
process go through process of application, approver from supervisor and finally processing of loan
application by the payroll / accounts department.

In HR Works Plus (ESS) , any loan request for example - (a) Salary Advance , (b) HRA Loan, (c) Personal
Loan can be initiated trough the menu “ Loan Request” . This request will then be forwarded to the
supervisor for approval. Once approved by all the approver in ESS, this will then be transferred to payroll
application in the form of batch. This batch will then be processed through “Loan Availment” transaction
in payroll application (HR Works). In case, if rescheduling or any changes is required, this can be done
through “Loan Amendment” option.

Loan amount that is finally disbursed will be reflected in the main of “Loan Request” in ESS.

Pictorially, the process flow can be shown as below:-

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3.2.6.1. Loan Request – Request

Request tab is used for registering a loan request transaction in ESS. The following screen gives an
overview of the functioning of “Loan Request - Request” tab.

Fig : Main Form – Loan Request Scenario

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The below instance form will be initiated once user click “create new” button from the main page.

Fig : Instance Form – Loan Request - Request

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3.2.7. Benefit Request

Usually in a business scenario, employee is required to avail benefits, an employee is entitle for. For
example education allowance, etc.

In order to put up a request for such benefits, “Benefit Request” functionalities will be use ful.

In HR Works Plus (ESS) , any request for example - Education allowance ,etc can be initiated trough the
menu “ Benefits Request” . This request will then be forwarded to the supervisor for approval. Once
approved by all the approver in ESS, this will then be transferred to payroll application in the form of
batch. This batch will then be processed through “User Defined Accrual Availment” transaction in payroll
application (HR Works).

Pictorially, the process flow can be shown as below:-

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3.2.7.1. Benefits Request – Request

Request tab is used for registering a benefits request transaction in ESS. The following screen gives an
overview of the functioning of “Benefits Request - Request” tab.

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3.2.8. Air Ticket Request

Air ticket can be requested from ESS through three option: - (a) Company Air Ticket, (b) Reimbursement
(c) Encashment
3.2.8.1. Air Ticket – Request
A typical air ticket request, menu is shown below:-

Fig : Main Form – Air Ticket- Request

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Fig : Instance Form – Air Ticket- Request

3.2.8.2. Air Ticket – Approval

A typical air ticket approval, menu is shown below :-

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Fig : Main Form – Air Ticket- Approval

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Fig : Instance Form – Air Ticket- Approval

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3.2.8.3. Air Ticket – Proxy

A typical air ticket proxy, menu is shown below:-

Fig : Main Form – Air Ticket- Proxy

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3.2.9. Employee Master

Employee Master is a functionality where in, the supervisor can able to review the employee details of
all its subordinate based on the assignment in the approval workflow.

A typical employee master screen can be shown as below:-

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3.2.10. Report Center

Report center empower a user to publish and print the various reports from the system. The report thus
by printed shows the details of the subordinate employee. Thusby , this report enhances the visibility of
data in hierarchical manner without breaching the authorization protocols.
3.2.10.1. Employee Details
Employee details publish the employee information from the employee master.

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3.2.10.2. Personal Records

Personal Records publish the employee information from the employee master which is core to the
personal records of employee – viz Dependent information, certificate details, address, etc.

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3.2.11. Edit Info

This functionality is based on the requirement to have a functionality in application, through which a user would
be able to request for changes in information stored in “Employee Master”. These information although looks
petty may have huge implication on payroll system. For example – (1) Employee may want to change Bank
Information. This may impact the bank account for salary crediting (2) May want to add dependent / change
dependent infor. This may impact the applicable Education Allowance ( if applicable).

As a result of system analysis, this business requirement has been translated to system requirement which has
led to the creation for this purpose as “Edit Info”. In this menu, the following tab will be there – (a) Request, (b)
Approval, (c) Proxy. Request will be used by the end user to put up request for change, approval tab will be used
by the approver to approve requester request for making changes in the employee profile; whereas proxy tab will
be used by “Proxy” user to book a request on behalf of an / certain employee.

3.2.11.1. Edit Info – Request

A typical edit info request, menu is shown below. This could be used by the employee who wish to request for
change in personal info in company’s record.

Instance form representing the working area for carrying out the transaction.

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3.2.12. My Payslip
Through this functionality, employee himself will be able to generate his payslip from the HR Works Plus
system.

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_______________________________________The End_______________________________________

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