sap hcm user manual employee self service 1

8/18/2019 Sap Hcm User Manual Employee Self Service 1

1/46

HUMAN CAPITAL MANAGEMENT

TRAINING MANUAL

FOR

Druk Green Power Corporation Limited

Druk Holdings and Investments Limited

Wipro Ltd.

Date: 13.12.2010

Version 1.0


2/46

Human Capital Management

User Manual for Employee Self Service

Prepared By: Core Team Members and Wipro Consultants Page 1

Table of Contents

1. eGreen- Employee Self Service ............................................................................................................. 2

1.1. Getting Started .................................................................................................................................. 6

1.2. Employee Self-Service- Home Page .................................................................................................. 7

1.3. Employee Search ............................................................................................................................... 8

1.3.1. Who’s who..................................................................................................................................... 9

1.3.2. Change own data ......................................................................................................................... 13

1.4. Personnel Information .................................................................................................................... 161.4.1. Personal Data .............................................................................................................................. 17

1.4.2. Addresses .................................................................................................................................... 19

1.4.3. Bank Information ......................................................................................................................... 24

1.4.4. Family Members/Dependents .................................................................................................... 24

1.5. Leave Request ................................................................................................................................. 27

1.5.1. Leave Request ............................................................................................................................. 28

1.5.2. Quota Overview .......................................................................................................................... 32

1.6. Payroll .............................................................................................................................................. 33

1.7. Travel and Expenses ........................................................................................................................ 34

1.7.1. Travel Request Creation .............................................................................................................. 35

1.7.2. Travel Expenses ........................................................................................................................... 41


3/46




1. eGreen- Employee Self Service

eGreen Employee Self Service (ESS) is a SAP Web Portal based application for the employee. With the aid of

this on-line internet based application. Employee can view his/her Human Resources related data from any

place and at any point of time.

Employee Self Service application will aid in improving efficiency to serve internal customer and reduce the

dependency on the paper files.


4/46





5/46





6/46





7/46




1.1. Getting Started

Employee Self-Service applications provide you with easy access to information and services for

employees. This page gives you an overview of the entire offering.

• Click Internet Explorer

• Click the Favorites

From the Internet Explorer Favorites, select eGreen Portal. As and when you will select the eGreen

portal link, following screen will appear in the browser screen

Enter your Unique User ID and Password and press Log In button.

Click the

Favorites

Type User

ID

Password


8/46




1.2. Employee Self-Service- Home Page

In the eGreen Employee Self Service Home Page screen, following services will be there:

Employee Search

Personnel Information

Leave Request

Payroll Travel & Expenses

Em lo ee search

Personnel Information

Leave request Pa roll

Travel & Expenses

ESS


9/46




1.3. Employee Search

This service helps an employee to search his/her colleagues in the company. This is a company

directory service.

Employee Search will provide two services:

Who’s who

Change Own Data

Click on

Em lo ee search


10/46




1.3.1. Who’s who

Search for employees by name and find basic information about colleagues and position in the company.

Who’s Who offers two types of search options:

Simple Search

Advanced Search

1. Simple Search Search employees in the company using first name and last name.

Follow the below mentioned steps to search an employee using Simple Search

Click on who’s who

Enter the last name

Click on search to

proceed

Enter the first name


11/46




Following Who’s Who Result screen will appear using Simple Search:

By clicking on Last Name, system will display the employee’s complete profile. For E.g. Profile of Mr. Kencho

Dorji is shown in the below screen.

Click on last name

Details of Mr. Kencho

Dorji is displayed


12/46




2. Advanced Search Search employee in the company using various criteria like employee number,

name, position, department etc.

Following screen will appear after pressing Advanced Search

Following Who’s Who Result screen will appear using Advanced Search:

Click on Advanced

Search button

Fill in available fields

by which you want

to search the person

Click on SEARCH


13/46




Click on the last name


14/46




By clicking on Last Name, system will display the employee’s complete profile. For E.g. Profile of Mr. Kencho

Dorji is shown in the below screen.

1.3.2. Change own data

This service provides employees to maintain some of the important Directory information like phone

numbers, room number, building number etc. One can create/maintain and modify this data.

The employee’s

profile is displayed


15/46




Overview: Displays existing communication data of employee

Edit: If employee wants to EDIT the communication data, than press EDIT button on the screen. As and when

employee will press EDIT button all the fields will be available in the edit mode.

Click on change

own data

Click edit


16/46




Edit the existing data on the screen and Press REVIEW button. If the entered data is edited correctly,

than press SAVE button to save the data in the master records.

Note: At every step, there is an option to go to previous steps

Click on SAVE


17/46




1.4. Personnel Information

The Personal Data service enables the employees to display and edit their own personal data. In this

way, employee can keep their own data up-to-date while simultaneously reducing the number of time

consuming and expensive activities performed by the Human Resources Department.

Personnel Information provides the services to create/change/display information such as bank

details, address, family details and personal information

Click Personnel

Information

Even one can

click that icon


18/46




After pressing on Personal Information Service link following screen will appears

1.4.1. Personal Data

Following is the Personal Data Overview Screen. Press Edit button if you wants to edit the Personal data.

Click on Edit

button to change

Click on Personal Data


19/46




In the personal data screen, one can change only the marital status and number of Children fields. All other

fields will be available in the Display mode.

Edit the required data and press REVIEW button. If the entered data is correct then press SAVE button to

save the records in the master records.

For E.g.: Edit

marital status

Click SAVE


20/46




Confirmation: After pressing SAVE button system will show the confirmation message on the screen.

Note: One can also exit the page without saving the data.

1.4.2. AddressesFrom this service employee can accesses the address information to display, change or create new address

information.

Click on Addresses


21/46




Following is the Address Overview Screen. Press Edit button if you wants to edit the existing Address data.

Edit the required data and press REVIEW button. If the entered data is correct then press SAVE button to

save the records in the master records.

Click edit button


22/46






See the

changes

Confirmation

Click addresses overview or

go back to ESS home page


23/46




Click on new mailing address

Steps to CREATE mailing address details

Enter all the necessary data and press REVIEW button

Click new mailing

address


24/46






New mailing

address

Click the save

button


25/46




1.4.3. Bank Information

ESS enables the employees to display the bank details which are stored in the HR master data.

View and exit to go back to home page

1.4.4. Family Members/Dependents

The family members/related person service enables employees to display and edit data about their own

family members and related persons. Employee can only enter the Child details


26/46




Following is the overview screen. From the overview screen employee can create or change existing family

details.

To create New Child details, press NEW CHILD button

Enter all the required data on the screen and press REVIEW button

Click here to enter the child details

Enter last nameEnter first name

DOB

Click on Review


27/46






Click to save

the data


28/46




1.5. Leave Request

This functionality enables employee to apply for different types of leaves, view the available up to date leave

balances for different leave types, and track the leave application. This will reduce the paper work and the time

lines in between the leave application, approval by the reporting officer and final updating in the records.

In the Leave Request functionality following services are available:

Leave request

Quota Overview

Click on Leave request


29/46




1.5.1. Leave Request

Following are the steps to create or change the existing leave request in the system.

Click on leave

re uest

Click this to

hide calendar

Immediatecontrolling officer

Click this to see

overall uota of leave

elect type of

ave Select Leave

Start & End date

Write Remarks if any

ess REVIEW


30/46




Fill all the required data and press REVIEW. After pressing review button system will show the preview of the

entered records. If the entered values are correct then press SEND button to submit the request for approval

from supervisor.

The leave request has been sent for approval. The immediate supervisor can see the request in his portal

inbox.

Following is the Supervisor inbox screen. In the supervisor inbox, leave request will come with the

subordinate name and request sent date.

Review and if found

correct, send for approval

Confirmation Message


31/46




To open the leave request, click on the Subject line of the request. As and when supervisor will click on the

subject line, a Pop- up window will open with all the required leave request details including the present

absence quota details of the leave requester.

The Supervisor/ Controlling officer will either reject or approve the request and send back to the employee.


32/46




Once the controlling officer has approved, the screen will appear.

If approver will approve the leave request then the leave quota of the requester will be automatically

reduced by the number of leave days which are approved. To see the leave balance, requester employee

needs to open the Leave request and click the quota overview to see the leave balance.

Click exit to go back to ESS home page

Approved

The leave quota is

reduced

Exit to go back to ESS

home page


33/46




1.5.2. Quota Overview

With the help of this service employee can view the updated absence quota of different leave types.

Click exit to go back to ESS home page.

Click on Quota

Overview


34/46




1.6. Payroll

Employee can view the Salary Statement for the current month as well as previous months. This service

provides employees with a detailed list of payments and deductions information for a selected period.

Salary Statement is integrated with adobe PDF based output which can be saved on the local PC by the user

and can be printed if required.

As and when employee will click on Salary Statement then the current month salary statement will open in

the PDF format if current month payroll executed in the system.

Click on Payroll

Click on Salary Statement


35/46




1.7. Travel and Expenses

This process is an integrated management of all processes involved in a business trip and travel for training

including expense reports. The process includes the entire procedure of creating a trip, accounting the travel

expenses and the posting of travel expenses in Finance and Controlling (FICO).


36/46




1.7.1. Travel Request Creation

Employee creates a travel request mentioning all the essential details, like Start and End dates of trip, Place of

visit, any Additional destinations, Advance required etc.

A travel request is subject to relevant approval-cycle before it reaches the travel desk for ticket-booking.

While travel request initiation, employee needs to destination country of travel from the ESS Travelmanagement screen. After selection of the destination country, employee needs to enter reason for travel,activity type and estimated cost of travel.

Acti vi ty Types:

a) Tour for trainingb) Business tour

By default system will take the employee’s department/unit cost center and display the same on screen.

Click on Travel & Expenses


37/46




As and when employee will click on Create Travel Request service link following screen will come.

Enter all the fields on the screen as shown on the below screen

Click on Travel Request


38/46




To enter the Advance details press EDIT ADVANCE button

Enter the Advance details and ress ACCEPT button. After entering the advance details, press REVIEW buoon

from the screen

Click on Edit Advance

Click on Accept


39/46




As and when employee will press REVIEW button, then employee can review the records on the next screen

including the advance details. From the preview screen pressSAVE and SEND button .

Click on Review


40/46




As and when employee will press Save & send button, then the travel rquest will be sent to the employee’s

reporting manager for approval. System will show the confirmation message.

Click on Save & Send

Confirmation message


41/46




Employee’s reporting manager will get the employee’s travel request in the ESS inbox (Universal Worklost).

EmployeeReporting manager screens:

To open the Travel request, click on the Subject line of the request. As and when supervisor will click on the

subject line, a Pop- up window will open with all the required Travel request details including the advance

details.

If approver will approve the travel request then the after the travel, employee can initiate the travel expense

report for the same travel request.

Approve Request

Click on Travel request


42/46




1.7.2. Travel Expenses

Travel Expenses function allows the employee to settle the travel expenses incurred during the trips. The

expense receipts are entered, checked, and settled centrally by the finance department. The travelers enter

the data themselves with a central monitoring of the trip facts and information.

• After the trip has been taken, the traveler completes his or her travel expense report, including allnecessary data and documents.

• The travel expense report is sent to the superior for approval, after which the same reaches theexpenses (finance) department for settlement with financial accounting.

• The expenses department then checks the travel expense report, the original documents and receipts.The trip is then settled.

• Travel expense results are then posted and amount is transferred to financial accounting for finalpayment.

• Reimbursements to employee can take place through off cycle payroll.

• As the daily allowance is meant for meeting all personal expenses of an employee, no items of

personal nature shall be allowed while settling hotel bills.

• Advance amount provided to the employee while going on tour will be adjusted first in settlement.

• Settlement is totally depending on the allowance type selected by the employee during the travelrequest initiation.

To initiate the Travel Expense click on My Trips and Expenses

Click on My Trips & Expenses


43/46




As and when employee will click on My Trip & Expenses, following screen will come. From the My Trip &

Expenses screen employee needs to select the Trip number which he/she had travelled and press Travel

Expense Report

As and when employee will click on TraveL Expense Report link, following screen will come. In the Create

Expense Report screen select the Trip Type and press APPLY button

Click on Travel Expense Report

Click on Apply


44/46




As and when employee press Apply button all the data related to the Travel request will automatically come

against which employee wants to settle the expenses.

Click on the Record Expense Receipts button to enter the DA related description in the travel expense report.

As and when employee will press RECORD EXPENSE RECEIPT button following screen will come. Enter all the

required data on the screen and press REVIEW button

Click on Record Expense Receipts

Click on Review


45/46




As and when employee will press REVIEW button, then employee can review the records on the next screen

including the advance details. From the preview screen press SAVE and SEND button to submit the travel

expense report for the approval.

As and when employee will press Save & send button, then the travel rquest will be sent to the employee’s

reporting manager for approval. System will show the confirmation message.

Click on Save & Send


46/46



Employee’s reporting manager will get the employee’s travel expense request in the ESS inbox (Universal

Worklost). To approve the travel expese reprort employees reporting manager needs to follow the same

process which is similar to travel request approval.

After the managers approval, request will go to the Finance administrator for the final settement. Employee

will get the travel expense amount from off cycle payroll.

Note: Employee can view the updated status of the Travel expense report also in the Travel & Expense node

also.

Confirmation message

sap hcm user manual employee self service 1

Documents