NextGen | Employee Self Service (ESS)

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:
  1. Changing the default screens and permissions of the ESS user if necessary.
  2. Configuring Manager Self Service (MSS) that permits the manager access to selected information of staff reporting to them.
  3. 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
  1. The Reset Password option can also be used if the user has forgotten the password.
  2. 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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