online leave management - rajasthanenergy.rajasthan.gov.in/content/dam/raj/energy/corporate... ·...

Online Leave Management 2018

ANNEXURE - I

Online Leaves application in SAP-ERP through

Employee Self Service (ESS)

1. Online Leave application facility is now being launched as part of implementation of SAP-ERP through Employee Self Service(ESS) portal.

2. In first phase, ESS users have to apply for PL, ML(commuted) and HPL through this application only, whereas other leaves are to be directly entered in SAP system (ECC) as per authorization provided.

3. For availing online leave, the leave request is required to be entered first and applicant has to mention approving levels, this leave request will be directed to the Approver / Sanction authority automatically. The approver gets the Notifications of the leave request in its ESS portal. The approver has to approve/reject the request thereafter leave request status changes to Approved/rejected.

4. Leave Quota is deducted from SAP-ECC as per automatic scheduler setting, on the following day.

5. This Application has the flexibility of changing /adding the Approver as per the leave sanctioning rule.

6. In case applicant applies for PL / Medical leaves, the applicant may hand over charge of his/her post to some other employee through Task – Manage Substitution Rules in ESS.

7. It may please be noted that till the status of leave applied is “Sent”, leave may be edited / cancelled (deleted) as per applicant’s desire without any approval. But, once leave is approved and posted to ECC then cancellation and change may be applied for approval on the following day only.

8. For employee’s convenience, Holiday Calendar is also displayed in ESS.

9. For any assistance, please send email to [email protected] alongwith your contact no.

mailto:[email protected]


OFFICE OF SUPERINTENDING ENGINEER (MIS & IT)

RVPN, JAIPUR


Contents

1. Introduction……………………………………………………………………………………………………………32. User Roles………………………………………………………………………………………………………………43. Accessing ESS………………………………………………………………………………………………………….54. Features and Functionality (employee as an applicant)…………………………………………..6

4.1. Apply for leave…………………………………………………………………………………….74.2. Leave Balance……………………………………………………………………………………….84.3. Manage Leave…………………………………………………………………………………..….94.4. Manage Leave Hierarchy………………………………………………………………….….104.5. Manage Substitute for charge of post………………………………………………….11

5. Features and Functionality for ‘Recommending Authority’………………………………….…126. Support…………………………………………………………………………………………………………………..13


1. Introduction

The objective of Online Leave Management Module of SAP-ERP is to automate Leave management process of an employee of RVPN.

2. User Roles

Based on the below mentioned user roles, access rights will be given. A description of various roles is as follows:

Sr.No. Term Meaning1 Recommending

AuthorityImmediate / Supervising Officer of the applicant, who forwards the request with his comments to Approving Authority for further decision

2 Approving Authority

Authority who approves / rejects the leave request after it has been received from Recommending Authority.A Recommending Authority and Approving Authority can be the same.

Pre-requisites

Before an employee can start applying for leave, following are the pre-requisites:

Leave Balance should be updated. Leave approval hierarchy should be configured for that particular leave type.

If the leave balances / approval hierarchy of an employee are not updated / configured, the employee may contact concerned office for updating leave balance and configuration of leave approval hierarchy may be set by himself.

3. Accessing ESS portal of SAP-ERP

The web address for accessing ESS portal is https://ess.rvpn.co.in. The login ID for ESS will be the employee ID and the default password will be welcome123 which has to be changed by the user on first login.

The web address may be accessed through Internet Explorer. Following settings are need to be made in the system:-

(A). Tools -> Internet options -> Security tab -> Custom level -> Scroll to: Display mixed content -> Enable -> Ok(B) Also Allow the pop up (B). Restart IE.

After logging in the following menu items are visible:-

https://ess.rvpn.co.in/


Employee search: - Here you can search RVPN employees by name and find basic information about colleagues and their position in the company.

Personal Information: - Here personal profile and employee profile can be viewed.

Birthday and retirement: - Here birthday and retirement list of RVPN employees for the current month can be viewed.

Holiday & Restricted Calendar: - This provides the list of Gazetted and Restricted Holidays for the current calendar year.

Reports: - Pay Slip can be viewed (Sept 2016 onwards). Working Time: - Leave account (Leave quota and leaves availed) of employee

is visible through this. Online Leave application Applications / Declaration: - This facility has Income Tax declaration, Property

declaration


4. Features and Functionality (employee as applicant)

A User can perform following leave related functions through this module: Apply for leave: User can apply for various types of leaves. Leave balance: User can check leave balances. Manage Leave: User can apply for cancellation or modification for already

applied leaves. Manage Leave Hierarchy: User can manage his leave approval hierarchy. Manage Substitute (Charge of post) : User can manage substitute for charge of

post.

Path: ESS Working Time


4.1 Apply for Leave

Path: ESS Working Time Leave Overview / Create

Steps:

1. Select New while applying leave


2. Select Type of Leave from Drop down List

3. Select start Date and end date from Holiday Calendar

4. Enter in Note Box for Head Quarter Permission


5. Optional – User may change Recommending / Approving Authority to whom additional charge be assigned during his / her leave period.

6. Optional – User may attach relevant document as support document for availing that leave.

7. On clicking ‘OK’ button leave request will be forwarded to the Recommending officer as configured in leave approval hierarchy.


4.2 Leave Balance Overview

Path : ESS Working Time Leave Overview / Create

User can view his details regarding various types of leaves through this screen. Availed Leaves and Leaves Balance can be seen here.


4.3 Manage Leave

Path : ESS Working Time Leave Overview / Create

1. Select appropriate option i.e. Cancellation (Delete-dustbin button), modification (Edit-Pencil button) as available on the screen.

2. Previous leave records will be displayed on the top part of screen. User may select the relevant record which he wishes to cancel / change.

3. Leave cancellation / modification process: If leave request is in sent status, leave request can be deleted or modified

by User himself. If leave request is approved, request for cancellation and modification be

sent by the User to Recommending/Approving authority. When request is approved by the authority then the leave will be cancelled and leave balance will be updated accordingly.


4.4 Manage Leave Hierarchy

Path: ESS Working Time Leave Overview / Create

1. Leave Hierarchy screen will display the active hierarchy records of the user. User can add / Update the Hierarchy.

2. Processor can be changed by selecting processor from dropdown.

3. In case of multiple Recommending Authority, Click Add (+) to add a Processor.


4.5 Manage Substitute (Charge of post mandatory in case of PL / ML / sanction leaves)

1. User has to handover the charge of his / her post during his leave (PL/ML/sanction leaves) period by using this facility.

2. Click on tasks and select manage substitute from drop down at right corner.

4. Click Create Rule ...


5. Select the nominee for charge handover

6. Create a substitution rule


5. Features and Functionality for ‘Recommending Authority’

1. A ‘Recommending Authority’ is the immediate Supervisor / Reporting Officer of the applicant, who forwards the request with his comments to the ‘Approving Authority’ for further decision. Any leave request which has been submitted to the ‘Recommending Authority’ will be available in the Tasks.

2. Click on particular leave request to open the file

3. Enter Noting in Note Textbox to View / Add remarks.

4. Recommending Authority can take any of the following actions:

Click on ‘Approved ’ button on top to send request to next level as per leave sanction configuration.

Click on ‘Reject’ button to reject the leave request and send back to applicant.


6. Support

For any query / issue regarding Online Leaves, please send email to : [email protected] alongwith contact no.

mailto:[email protected]

online leave management - rajasthanenergy.rajasthan.gov.in/content/dam/raj/energy/corporate... ·...

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