ESS trainnig

1. ESS
Employee Self Services

2. August 26, 2015
EMPLOYEE SELF SERVICE
The employee logs into ESS through the url using his
User ID & Password
http://hocdcqep.hoclkochi.com:50000/irj/portal/

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ESS Services
Services provided in Employee Self Service
1. Personal Information
2. Leave Management
3. Benefits and Payments
4. Employee Search

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1. Personal Information
Employees can use the application to:
• Maintain Communication Data
• Maintain Addresses
• Maintain Family Member/Dependents
• Maintain Bank Information
• Maintain Personal Data
• Maintain Personal ID

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Personal Information

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Personal Information
1.a. Communication Data
Employees can use this service to maintain their communication data
like telephone numbers, email ids etc

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Personal Information

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Personal Information – Communication Data
Guidelines

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Personal Information – Communication Data
• In the Overview dialog box, the system displays an overview of the
personal communication data.
• To change your own data, choose Edit.
• In the Edit screen you can change your own business data such as
email-address, telephone and so on.
• When you are done, choose the Review button.
• On the next screen, choose Save.
The system displays a confirmation screen that all changes have been
saved.

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Personal Information – Communication Data

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Personal Information – Communication Data

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Personal Information
1.b. Addresses
Employees can use this service to display and edit their own address
data.
The Addresses service comprises input screens for the address types
• Permanent Residence,
• Temporary Residence,
• Home Address
• Emergency Address.

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Personal Information

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Personal Information - Addresses

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Personal Information - Addresses

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Personal Information - Addresses

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Personal Information - Addresses
• In step 1 the system displays an Overview for your maintained
Addresses.
• Choose Edit to change information or add a new Emergency
address or Mailing Address
• On the Edit screen you can change your address information.
Choose Review to review the updated data.
• In Step Review and Save the system displays an overview of your
(updated) address information. Choose Save.
• In step 4 the system displays a confirmation message that your
changes were saved.

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Personal Information
1.c. Family Member/Dependents
Employees can use this service to display their family members and
dependents.
Note:
Not editable by user. Notify P&A department for any changes.

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Personal Information

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Personal Information – Family Member/Dependents

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Personal Information
1.d. Bank Information
Employees can use this service to display their own bank information.
Employees’ bank details are used for bank transfers from payroll.
Note:
Not editable by user. Notify P&A department for any changes.

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Personal Information

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Personal Information – Bank Information

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Personal Information – Bank Information

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Personal Information – Bank Information
• Click More Info to view the bank information.
• Click Back or Exit to exit the screen.

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Personal Information
1.e. Personal Data
Employees can use this service to display their own personal
information.
Note:
Not editable by user. Notify P&A department for any changes.

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Personal Information

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Personal Information – Personal Data

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Personal Information – Personal Data

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Personal Information – Personal Data
• Click More Info to view the personal data.
• Click Back or Exit to exit the screen.

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Personal Information
1.f. Personal IDs
Employees can use this service to display their own Personal IDs such
as PAN number, Driving License, Passport details etc.
Note:
Not editable by user. Notify P&A department for any changes.

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Personal Information

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Personal Information – Personal ID

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2. Leave Management
Employees can use the applications in this area to:
• Leave & Credit
• Leave Request – (Apply/Cancel Leave)

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Leave Management
2.a. Leave & Credit
This Web application enables employees to check their leave credits,
such as leave entitlements etc.. It provides them with information to
help them plan their leave and information about the deduction
periods of their time accounts.

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Leave Management – Leave & Credit

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Leave Management – Leave & Credit

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Leave Management – Leave & Credit
The list displays the following information:
•Time Accounts
The name of the leave entitlement.
•Deductible to & from
The date to & from which you can still take leave or deduct time-off
entitlement.
•Entitlement
The total entitlement available to you for a specific type of leave (such
as the total entitlement of leave days per year).
•Remainder(Leave balance)
The number of days that have not yet been taken.

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Leave Management
2.b. Leave Request
Employees can use this service to enter a leave request, or to notify
their superior that they will be absent for a certain period of time. For
example: due to illness.
The leave request is submitted to the employee’s superior for
approval. Employees can check the status of their request.
Employees can use the Leave Request service to request both
absences (leaves)and attendances(outside duty etc.).

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Leave Management – Leave & Credit

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Leave Management – Leave Request

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Leave Management – Leave Request
1. Click on Type of Leave dropdown and select the leave type that
you want to apply.
2. Use the Date field to indicate the period of the leave that you want to
apply for. You can enter the date manually in the format DD/MM/YYYY
or use the Calendar button to display the calendar and select a
date.
3. You can also see the name of the approver and provide an
accompanying note to the approver.
4. Click on the button to review your request.
This step allows you to review the details of leave being applied
for, before you send it.

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Leave Management – Leave Request
Check out for
error messages

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Leave Management – Leave Request

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Leave Management – Leave Request
The button takes you back to Step 1(Display and Edit) to
amend, if details were entered incorrectly.
The button sends your request to your approver.
5. After the successful submission of your request a confirmation screen
is displayed.

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Leave Management – Leave Request

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Leave Application
Leave Application contains services such as:
• Team Calendar
• Leave Calendar
• Time Accounts
• Overview of Leaves

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Leave Application Services

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Leave Application Services - Show Team Calendar

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Leave Application Services - Show Team Calendar

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Leave Application Services - Show Leave Calendar
• The leave calendar provides a graphical overview of your existing
leave.
• The Absence colour denotes the status of leave that has been
applied.

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Leave Application Services - Show Calendar

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Leave Application Services - Show Calendar

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Leave Application Services - Overview of Leaves
This application shows you your leave applications. The details of your
leave requests as well as the processing status i.e. approved, sent
(waiting for approval) or rejected, is displayed.

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Leave Application Services - Show Overview

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Leave Application Services - Overview of Leaves

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3. Benefits & Payments
Employees can use the applications in this area to:
• Payslip
• Leave Encashment Request

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Benefits & Payments
3.a. Pay slips
This service provides employees with a detailed list of salary related
amounts and information for a selected period. This includes:
• Gross amount (for example, payments)
• Net amount (for example, deductions)
• Outgoing payment (for example, bank transfer)
The system displays the salary statement in PDF form which opens
automatically in the Salary Statement. Print the form by clicking on the
Adobe Print Button.

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Benefits & Payments

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Benefits & Payments – Payslip

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3. Benefits & Payments
3.b. Leave Encashment Request
This service provides employees to create leave encashment requests.
It also enables employees to display absence quotas and edit existing
leave encashment requests.

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Benefits & Payments

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Leave Encashment Request

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4. Employee Search
4. Employee Search
Employees can use this service to search for employees’ data in the
company address book.
The service comprises the following functions:
• Simple search: You can search by first name and last name.
• Advanced search using various criteria:
If you run a search, the system displays a hit list.

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Employee Search

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Employee Search

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Employee Search

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Employee Search
Tips:
1. If you do not know how to spell the entire name, you can use * as a
wildcard placeholder for unknown characters before or after the
known character.
2. Using a plus sign (+) represents an individual character.
3. The number of results that will be displayed is limited to 100.
Example:
“Emp*” to search for “Employee” or “*ger” to search for “Manager”.

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Employee Search
From the hit list, you can go directly to the employee’s profile.

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Employee Search
Click on the employee

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Employee Search – Employee Profile

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Employee Search – Organizational Unit
To see the person’s organizational integration, select Organizational
Unit. This takes you to the separate Organizational Chart screen.
Note:
• The organizational hierarchy displays the department, position,
colleagues, and the selected colleague’s superior.
• From here you can branch into the superior department.

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Employee Search – Organizational Unit
Click on the organization unit

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Employee Search – Organizational Unit

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