NextGen | Employee Self Service (ESS)
About
Employee Self Service (ESS) functionality allows the employee to log in as a user and access screens that are relevant to the employee.
Please note: Click on any image in the article to enlarge.
NextGen or Classic
The Classic version is the name given to the previous look and feel of the system. Important to note, both NextGen and Classic point to the same database. No data migration is therefore applicable.
This article covers Employee Self Service (ESS) for the new and improved
NextGen version of the system.
An Example of the NextGen Landing Page
To access the article that explains the same for the
Classic version, please select this link:
Classic | Employee Self Service (ESS)
An Example of the Classic Landing Page
Edition
This feature is only available on Premier and Master.
Preparing for ESS
Before an employee can access ESS, the following needs to be completed on the employee’s record.
Capture an
active e-mail address on the Basic Profile Screen.
The Basic Profile Screen: Contact Details
Link a
directly reports to person on the Position Detail Screen to ensure the workflow path for leave applications functions correctly.
The Position Detail Screen
By default the employee will have access to the following screens:
The Left Menu
The articles that explain the following for the new and improved NextGen version, is coming soon:
- Changing the default screens and permissions of the ESS user if necessary.
- Configuring Manager Self Service (MSS) that permits the manager access to selected information of staff reporting to them.
- Creating workflow paths to allow the employee to submit Claims, Leave and Employee Requests.
Tip
When approving leave applications, the system offers a default workflow path from the employee to the directly reports to person on Premier and Master Payroll Edition. Should more levels of authorisation be required, a workflow path will have to be created on Master Payroll Edition.
To select the branding options available on the ESS Portal, please refer to the following article:
NextGen | Branding Options Available to Customers
Activating a Locked Account
If a user attempts five incorrect password/e-mail combinations on the Login Screen, the account will be locked.
The Login Screen: Locked Account
The account will have to be activated by you as the Company Level User. This can be done on the Activate Users Screen.
The Activate Users Screen
The Activate Users Screen
The employee can now return to the Login Screen and reset their password.
Click on
Reset Password.
The Login Screen
Tips
- The Reset Password option can also be used if the user has forgotten the password.
- The same process will apply to activate a Company Level User’s locked account.
Workflow Support for the Company Level User: Company Settings
Options on the Company Settings Screen allows the Company Level User to drive the authorisation of leave workflow items via ESS.
The Company Settings Screen: Workflow Settings
Workflow Support for the Company Level User: An Out of Office Reply
An approver in a workflow path can nominate an alternate approver for a specified period on the Out of Office Screen on their ESS profile. This will enable the alternate approver to action workflow items on behalf of the manager.
Out of Office Screen
Workflow Support for the Company Level User: The Inbox Management Screen
As the Company Level User, you can reassign a workflow item on the approver’s Inbox Management Screen.
The Inbox Management Screen
Tip
Only use this screen to reassign a leave workflow item. To delete the leave application, access the Leave Adjustment Screen.
Workflow Support for the Company Level User: The Transactions Report
To extract a listing of the employees’ leave transactions for a specified period, print the Transactions Report. This report is available from the Reports Screen, Category Heading: Leave.
An Example of the Leave Transactions Report
Training Guide Available to Share with Your Employees
ESS Tutorials to Share with Your Employees
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