Difference between revisions of "Employee Self-Service (ESS)"

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= Employee Life Cycle =
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This is detailed here [[Bxp_Pillar_-_Human_Resource_Management#Employee_Life_Cycle]]
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The general stages of the employee life cycle are:
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* Hire : The process of finding, offering and retaining the services of an employee, including onboarding.
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* Require : The legal documents and employment (employee and employer) requirements of the jurisdiction.
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* Inspire : Helping to develop the staff and ensure they meet the required targets
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* Admire : For rewarding and acknowledging the successes of the employee
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* Retire : As the employee moves from employ
  
 
= Accessing ESS =
 
= Accessing ESS =
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It is possible to configure your self-service in any way you require.   
 
It is possible to configure your self-service in any way you require.   
  
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''Main Menu'' > Human Resources > Management > HR Primary Settings >''
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''Main Menu > HR Manager > System Management > Primary Settings >''
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[[File:hrsettings_001.png|800px]]
  
  
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There are five aspects of the ESS interface
 
There are five aspects of the ESS interface
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* Basic HR details : fields which can be read and edited.
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* '''Details''' : Basic HR details fields which can be read and edited.
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* HR data : Records and documents associated with the user account
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* '''Data''' : HR data records and documents associated with the user account
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* HR diaries : For time management and information purposes
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* '''Diaries''' : HR diaries for time management and information purposes
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* HR request management : For HR based support processes
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* '''Forms''' : HR request management for HR based support processes
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* Vacancies : Listing of roles available
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* '''Vacancies''' : Listing of roles available with the ability to apply for the role
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== Basic HR Details ==
 
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These are the fields that can be seen.  When a field of information can be seen, there will be two options.  The field can be read only and the field can be edited.  If read only the field will show the data for information purposes only.  If editable, the user can change the data themselves and save the HR department from having to make the changes.
 
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A completely customisable layout is possible.  The format is HTML using replacements.  Each field is marked with --strFieldName#Type--  Type can be Edit or Read.  The strFieldName is from a list of potential fields listed below.
 
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* A full configuration is available here.
 
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* The default bxp system configuration is available here.
 
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== HR data ==
 
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Data is stored in forms in bxp  [[File:027.png]]  If you don't want to give users access to the forms but do want them to be able to see limited amounts of data from the forms this is the approach to use.
 
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These sections link to different forms in bxp which are capable of storing data and documents.  Documents attached to these records are accessible / downloadable through the various sections that are configured.  The sections available are :
 
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* Recruitment
 
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* Official Communication
 
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* Leave Request
 
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* Contract
 
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* User Docs
 
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* Disciplinary Docs
 
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* Personal Dev
 
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* HR Docs
 
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* Targets
 
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* Assets
 
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* Qualifications
 
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* Quality
 
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* Promotion
 
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All records can be stored in a single form or can have separate dedicated forms.  This configuration is completely down to business requirements.
 
  
  
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For each type a number of key details are required.
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{| class="wikitable" style="width:100%;"
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{| class="wikitable"
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! style="width:20%;text-align:center;" | [[File:hrsettings_detail.png|160px]]
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! style="width:20%" | Type
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! style="width:20%;text-align:center;" | [[File:hrsettings_data.png|160px]]
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! style="width:40%" | Function
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! style="width:20%;text-align:center;" | [[File:hrsettings_diaries.png|160px]]
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! style="width:40%" | Content
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! style="width:20%;text-align:center;" | [[File:hrsettings_forms.png|160px]]
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|-
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! style="width:20%;text-align:center;" | [[File:hrsettings_vacancies.png|160px]]
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| Form Id || The Form which holds the document || Number
 
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|-
 
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| Data Field || The field which contains what kind of document this is || Drop down list field
 
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|-
 
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| Data Value || The value which the above field must contain || String
 
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|-
 
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| User Field || The User Id field which links the records to this user || Drop down list field
 
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|-
 
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| Display Fields || Which fields of information from this form are to be displayed. || list of strCDA_X_field_Y_Z fields from the form comma separated.
 
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|-
 
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| Allow Click Into || Can the user click into this record || True / False
 
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|-
 
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| KeyStat Id || Is there a keystat to be associated for this information || KeyStat Id
 
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|-
 
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| eCourse Id || Is there an eCourse to support this information || eCourse Book Id, if full Id used, will go straight to the page.
 
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| Status Field || The state of the request / document field || Drop down list field
 
 
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| Status Values || The value that must be supplied for the record to appear in the ESS || Value that must be in the field. If blank all records matching user id are returned.
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| style="text-align:center;" | [[ESS_-_Details_section|Link]]
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|  style="text-align:center;" | [[ESS_-_Data_section|Link]]
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| style="text-align:center;" | [[ESS_-_Forms_section|Link]]
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|  style="text-align:center;" | [[ESS_-_Diaries_section|Link]]
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|  style="text-align:center;" | [[ESS_-_Vacancies_section|Link]]
 
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|}
  
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It is strongly recommended that the forms storing the data are Owner Only forms. [[Form_-_Owner_Only]]
 
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== HR Diaries ==
 
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HR Diaries are diaries in the Appointment Management module [[File:027.png]].  If you don't want to give the user access to the modules but you do need the user to see data from the diaries in a list format then this is how these can be configured.
 
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There are major diaries which can be set
 
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* General
 
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* Training
 
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* Leave
 
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* Absence
 
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* Sickness
 
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* Statutory ( Force Majeure, Parental, Paternity, Maternity, Carers )
 
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* Personal Development
 
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* Appointment
 
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The diary can all be the same diary, therefore the category must be set regardless.
 
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The user must be explicitly named in the appointment for the records to show.
 
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== HR Request Management ==
 
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Using the general stages of the employee life cycle
 
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* Hire
 
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* Require
 
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* Inspire
 
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* Admire
 
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* Retire
 
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=== Hire ===
 
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* Hire : New Vacancy Request form
 
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* Hire : New Employee Request form
 
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=== Require ===
 
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* Require : General Request form
 
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* Require : Fire Risk form
 
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* Require : Health and Safety form
 
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* Require : Data Protection Risk form
 
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* Require : Accident Report form
 
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* Require : Working Time Act Annual Declaration form
 
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=== Inspire ===
 
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* Inspire : Contract Extension form
 
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* Inspire : Pension Change form
 
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* Inspire : Payroll, Expenses, Commission, Overtime, On Call Allowance enquiries form
 
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* Inspire : Remuneration Adjustment form
 
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* Inspire : Security Change Request form
 
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* Inspire : Flexible Working Arrangement form (FWA)
 
  
  
  
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=== Admire ===
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= Different ESS Data views =
  
  
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* Admire : Asset Allocation Request form
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There is a master ESS view for the whole business by default which is set in HR Primary Settings.  This should be a limited view for the key essentials for all staff. ''Main Menu > My Details''
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* Admire : Recommend A Friend form
 
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* Admire : Education Support form
 
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* Admire : Health and Safety VDU / Eye Test Request form
 
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* Admire : Holiday Fund form
 
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* Admire : Leave Request form
 
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* Admire : Grievance form
 
  
  
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=== Retire ===
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As a manager may need to have great access / different edit ability for their team, Security Groups facilitate a different ESS view which is stored with the Security Group.  Only the manager and assistant manager of the security group can access this view through the HR module. ''Main Menu > HR Manager > Security Group Manager > Profile My Security Groups > Choose the Security Group > Choose the User''
  
  
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* Retire : Leaver form
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The same also applies for a Department manager / assistant manager who needs different management of their staff. ''Main Menu > HR Manager > Department Manager > Profile My Departments > Choose the Department > Choose the User''
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* Retire : Exit Questionnaire form
 
  
  
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=== Configuration of forms ===
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It is also possible to set individual ESS data views by user using the HR module ''Main Menu > HR Manager > Administration > Update a User.''
  
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For each of these configurations must be filled in.
 
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* Title
 
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* Form
 
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* Category Field
 
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* Category Value
 
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* Staff Id Field
 
  
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==  Vacancies ==
 
  
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This is a listing of all vacancies available.
 
  
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* Form
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[[Category:Topic:HRM]]
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* Status Field
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[[Category:Module Specific:HR]]
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* Status Value
 

Latest revision as of 10:08, 21 April 2018

1 Overview

Employee self-service (ESS) is web-based applications that provide employees with access to their personal records and payroll details. ESS features include allowing employees to change their own contact details, family members and banking information and benefits. ESS also allows administrative tasks like applying for a leave, reviewing of timesheet, inquiring about available loan programs, requesting for overtime payment, viewing of compensation history, and submitting of reimbursement slips. With the emergence of ESS, employees are able to transact with their Human Resource office without physical appearance which is considered irrelevant in some transactions. ESS may be operated on an employer's intranet or via a web service. https://en.wikipedia.org/wiki/Employee_self-service


Every user account in bxp is unique. Every action made in bxp is recorded against this unique account and is auditable.


Security details and permissions are always associated with this unique account.


It is also possible to store Human Resources details with an account.


The bxp platform provides a centralised system to view details, update details and also link off to other HR and employee based services facilitated not only on the bxp system but in other platforms as well.


2 Employee Life Cycle

This is detailed here Bxp_Pillar_-_Human_Resource_Management#Employee_Life_Cycle

The general stages of the employee life cycle are:

  • Hire : The process of finding, offering and retaining the services of an employee, including onboarding.
  • Require : The legal documents and employment (employee and employer) requirements of the jurisdiction.
  • Inspire : Helping to develop the staff and ensure they meet the required targets
  • Admire : For rewarding and acknowledging the successes of the employee
  • Retire : As the employee moves from employ

3 Accessing ESS

Every account in bxp can access their "My Details" through the "I Want To" bar. The_I_Want_To_bar


"My Details" layout changes depending on the HR configuration configured by your business through the HR module. 023.png


If you're building it into a KeyStat or other button / menu solution the url will be https://ww3.allnone.ie/client/client_xxx/main/userDetails_Change-details.asp where xxx is your system name.


4 Configuring ESS

It is possible to configure your self-service in any way you require.

Main Menu > HR Manager > System Management > Primary Settings >

hrsettings 001.png


There are a number of sections available which influence the ESS layout and capabilities.


There are five aspects of the ESS interface

  • Details : Basic HR details fields which can be read and edited.
  • Data : HR data records and documents associated with the user account
  • Diaries : HR diaries for time management and information purposes
  • Forms : HR request management for HR based support processes
  • Vacancies : Listing of roles available with the ability to apply for the role


hrsettings detail.png hrsettings data.png hrsettings diaries.png hrsettings forms.png hrsettings vacancies.png
Link Link Link Link Link



5 Different ESS Data views

There is a master ESS view for the whole business by default which is set in HR Primary Settings. This should be a limited view for the key essentials for all staff. Main Menu > My Details


As a manager may need to have great access / different edit ability for their team, Security Groups facilitate a different ESS view which is stored with the Security Group. Only the manager and assistant manager of the security group can access this view through the HR module. Main Menu > HR Manager > Security Group Manager > Profile My Security Groups > Choose the Security Group > Choose the User


The same also applies for a Department manager / assistant manager who needs different management of their staff. Main Menu > HR Manager > Department Manager > Profile My Departments > Choose the Department > Choose the User


It is also possible to set individual ESS data views by user using the HR module Main Menu > HR Manager > Administration > Update a User.

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