Employee Self-Service (ESS)

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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

The employee life cycle is a generalised categorisation of the stages an employee will go through in their employ with a business. This categorisation helps to identify specific HR functions within the stage as the requirements of the stages vary from business to business and between legal jurisdictions.


Models exist for 5 and 6 stages of the cycle. The below cycle represents All n One's interpretation of the cycle.


Using the general stages of the employee life cycle

  • 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 > Human Resources > Management > HR 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


4.1 hrsettings detail.png Details

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.


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.



4.2 hrsettings data.png Data

Data is stored in forms in bxp 038.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.


ess data 001.png


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 :

  • Hire : Recruitment
  • Hire : Vacancy Application
  • Require : Contract
  • Require : Employment Docs
  • Require : Disciplinary Docs
  • Require : Official Communication
  • Require : Assets
  • Inspire : Personal Dev
  • Inspire : HR Docs
  • Inspire : Targets
  • Inspire : Quality
  • Admire : Promotion
  • Admire : Leave Request
  • Admire : Qualifications


All records can be stored in a single form or can have separate dedicated forms. This configuration is completely down to business requirements.


For each type a number of key details are required.

Type Function Content
Form The Form which holds the data and documents Number
Linking User Field The User Id field which links the records to this user Staff field list field
Data Field The field which contains what kind of document this is Field listing (Text and List / Menu fields only)
Data Value The value which the above field must contain String
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.
Allow Click Into Can the user click into this record True / False
KeyStat Id Is there a keystat to be associated for this information KeyStat Id is the only value required.
eCourse Id Is there an eCourse to support this information eCourse Book Id, if full Id used, will go straight to the page. Go the eCourse page and copy the entire URL after the ? symbol
Status Field The state of the request / document field Drop down list field
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.


It is strongly recommended that the forms storing the data are Owner Only forms. Form_-_Owner_Only

4.3 hrsettings diaries.png Diaries

HR Diaries are diaries in the Appointment Management module 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.


There are major diaries which can be set

  • General
  • Training
  • Leave
  • Absence
  • Sickness
  • Statutory ( Force Majeure, Parental, Paternity, Maternity, Carers )
  • Personal Development
  • Appointment


The diary can all be the same diary, therefore the category must be set regardless.


The user must be explicitly named in the appointment for the records to show.


4.4 hrsettings forms.png Forms

Forms can be created using Form Management 038.png in bxp tailored exactly to your business needs. Forms here are grouped by the Employee Life Cycle for convenience.


4.4.1 Hire

  • Hire : New Vacancy Request form
  • Hire : New Employee Request form


4.4.2 Require

  • Require : General Request form
  • Require : Fire Risk form
  • Require : Health and Safety form
  • Require : Data Protection Risk form
  • Require : Accident Report form
  • Require : Working Time Act Annual Declaration form


4.4.3 Inspire

  • Inspire : Contract Extension form
  • Inspire : Pension Change form
  • Inspire : Payroll, Expenses, Commission, Overtime, On Call Allowance enquiries form
  • Inspire : Remuneration Adjustment form
  • Inspire : Security Change Request form
  • Inspire : Flexible Working Arrangement form (FWA)


4.4.4 Admire

  • Admire : Asset Allocation Request form
  • Admire : Recommend A Friend form
  • Admire : Education Support form
  • Admire : Health and Safety VDU / Eye Test Request form
  • Admire : Holiday Fund form
  • Admire : Leave Request form
  • Admire : Grievance form


4.4.5 Retire

  • Retire : Leaver form
  • Retire : Exit Questionnaire form


4.4.6 Configuration of forms

For each of these configurations must be filled in.

  • Title
  • Form
  • Category Field
  • Category Value
  • Staff Id Field


4.5 hrsettings vacancies.png Vacancies

This is a listing of all vacancies available.

  • Form
  • Status Field
  • Status Value


Vacancies are managed by two forms.

  • The first form is a public listing of all vacancies available.
  • The second form is an Owner Only form.


When a person spots a vacancy they want to have they use the outcome "Apply for this Vacancy". This creates a record in the second form which is their application which can only be seen by the applicant and the administrators the application process.