self service human resources user guide · 2013-12-29 · self service human resources user guide 2...

1Self Service Human Resources User Guide

Self Service Human ResourcesUser Guide

United Arab Emirates

Federal AuthorityFor Government Human Resources

Issue: 1.1


Self Service Human ResourcesUser Guide

Twitter @FAHR_UAE

Email [email protected]

Website www.fahr.gov.aeT +971 2 4036000

T +971 4 2319000F +971 2 6266767

PO Box 2350 Abu dhabi, United Arab Emirates

F +971 4 2959888

PO Box 5002 Dubai, United Arab Emirates

Releases:

• Bayanati Self-Service User Guide Version 1.0

• Bayanati Self-Service User Guide Version 1.1

System support contact details:

• Email: [email protected]

• Phone: 600-525-524

concerned Note

If you get a soft or hard copy of this document, type your name on the front cover, for purposes related to the confidential information that is included on the document.


Contents

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Introduction

Chapter 1: Logging to the System

Chapter 2: Employee Self Service

Employee Marital Status

Employee Addresses & Phones

Employee Dependents

Leaves

Employee Resume

Employee Qualifications

To Whom it May Concern Letter

Employee View My Information

Employee Payslip

Chapter 3: Manager Self Service

Employees Leaves

Manager View Employees Information

Chapter 4 : Manager Approval Delegation Cycle

WorkList Access

Chapter 5: Approve Requests

To Return the Request for employee Correction

To Request some information from the initiator or from another user

To Whom it May Concern Request (From HR Department Side)


Introduction

Thisguide:-

Designed to be a reference and guide for the self-service system users. Following are some of the main goals which taken into consideration:

• Provide the user an overview of the most important features of the self-service system.

• Provide the user a description of each screen in the self service system.

• Provide instructions for managers and users that enable them to use the system effectively.


Chapter 1:

Logging to the System


1. Open the web browser and then type the following address :

https://www.bayanati.gov.ae

2. Enter employee username and password

3. click on Login Button to login to the system

4. For logging to the systemfor the 1st time ; system will require to enter new password


5. Enter old Password in Old Password field

6. Enter New Password in the New Password Field

7. Re-enter the New Password in re-enter new password field

8. then click on Submit Button for confirmation

9. After Logging, the Home page will be opened & you will choose from the List of Responsibilities, the required responsibility


Chapter 2:

Employee Self Service


This Chapter contains all employees related functions from where They can initiate any request or review their current details. As following:

1. Employee Marital Status: To view the current employee Marital Status and the availability to change it when needed but after getting the required approvals.

2. Employee Address & Phones Details : To view the current employee personal Address and Phones. This can be done without any approvals.

3. Employee Dependents Information: To view the employee dependents and the availability to add dependent by initiating new request and send for approval.

4. Leaves: To view Employee’s approved leaves and to submit a new leave request to be sent for approval.

5. Resume: To view employee resume and update it without approval cycle.

6. Qualifications: To view and update employee qualifications detail by uploading the relevant qualification attachment.

7. To Whom it may concern Letter: Availability to initiate a request for to whom it may concern letter”. This request goes throw HR process then he requester can view it and print it.

8. View Employee Information: View Only for Employee work details such as Assignment Details ; Salary History Details ; Performance Details & Leaves history

9. Payslip: View Only employee monthly salary details.


Employee Marital Status

• Path: FG Employee Self Service > Employee Marital Status

• Click on UPDATE button

• Click on BACK button to return to main page

• Click on NEXT Button to go to next page

• Click on CANCEL Button to cancel the request

• Enter the effective start date for changes

• Select the New Marital Status


• Review Page will appear to review :

• The current details:

• Proposed changes : with Bullets in Blue

• Add Attachment Button: to add an attachment and link it with request

• Click on BROWSE Button to search for attachment from your

folders

• Select the file

• Click on ADD ANOTHER to add more attachments

• FILE Name field to enter the attachment file name


• Click on APPLY Button to save attachment and go back to

review page before submit your request

• Approvers Block to show the list of Approvers needed to approve the

request

• Comments Block: to add any comments as free test



• Click on PRINTABLE Page Button to print the review page but not

as report

• Click on SAVE FOR LATER Button to save the changes and submit

it later for approval

• Click on SUBMIT Button to submit and send the request for approv-

ers.

• Click on RETURN TO MAIN PAGE button to go back to HOME

Screen

• in Notifications Block ; the submitted request will appear as pending

for Approval.


Employee Addresses & Phones

• Path: FG Employee Self Service > Employee Address & phones

• Click on UPDATE button to update the employee main address, em-

ployee Other address OR employee phones details

• Select to update current address or create new address

• Enter the New Address Details







• Select to update employee phones

• Click on UPDATE Button

• Enter the New phone number


• Select the phone Type






• Click on APPLY Button to apply changes.

Employee Dependents

• Path: FG Employee Self Service > Employee Beneficiary & Depen-

dents

• Click on ADD button to add new dependent for employee


• Click on UPDATE Button to update current dependents details

• Enter Dependents detailed information










Click on BROWSE Button to search for attachment from your folders

• Select the file




• Click on APPLY Button to save attachment and go back to review

page before submit your request

• Confirmation Message will appear to confirm changes

• Approvers Block to show the list of Approvers needed to approve

the request





as report




ers.


Screen


for Approval.


Leaves

• Path: FG Employee Self Service > Absence Management

• Employee can review all approved leaves already taken

• to review the taken vacation details click on DETAILS link to

view the leave details

• Employee can search for a specific leave from Absence search Crite-

ria fields then click on GO Button to retrieve the needed absence

• Employee can review HIS CURRENT ACCRUAL BALANCE from

Entitlements Balances TAB


• Enter the Accrual Effective date

• Click on GO Button to review the balance

• Click on CREATE NEW LEAVE button to add new leave request

• Select the Absence Type from the list


• Select the Absence Start Date & Absence End Date (NB: Required

fields are mentioned by (*) symbol)

• Click on CALCUTE DURATION Button to calculate absence dura-

tion



folders

• Select the file



• Click on APPLY Button to save attachment and go back to re-

view page before submit your request











the request





as report




ers.


Screen


for Approval.


Employee Resume

• Path: FG Employee Self Service > Resume

• Employee can review his current resume

• Click on ADD ATTACHEMENT button to add Resume as attach-

ment file



folders

• Select the file




• Select the file type such as:

• URL to add the resume link path

• Text: to enter you resume details as free text

• Click on APPLY Button to save attachment and go back to re-

view page


• To Update the current Resume click on UPDATE Link


• To delete the resume click on DELETE icon

• To Apply resume changes Click on APPLY Button to go to next page

• Click on CANCEL Button to cancel the request.

Employee Qualifications

• Path: FG Employee Self Service > Employee Qualifications VIEW

ONLY

NB: This function allows employee to view his current qualifications

ONLY or to update and add another qualification upon employee as-

signed responsibilities.

• In case of Add / Update Qualifications:


• Click on ADD Qualification Button to add new one

• In case of Review Only ; all employee qualifications will appear for

VIEW ONLY

• Click on BACK button to return to HOME page


To Whom it May Concern Letter

• Path: FG Employee Self Service > To Whom it May Concern

• Click on ADD button to add needed letter

• Select the LEETER TYPE from List


• Select LETTER LANGUAGE from List

• Select CONCERNED ORGANIZATION TYPE from list

• Add the CONCERNED ORGANIZATION Name

• Add COMMENTS if exists

• Click on APPLY Button to apply changes

• OR Click on CANCEL Button to cancel new add







• Review Page will appear to review changes




as report


it later for approva

• Click on SUBMIT Button to submit and send the request


Employee View My Information

• Path: FG Employee Self Service > My Information

• Employee can view the following information as VIEW ONLY

• Employment History TAB such as : organization ; Job ; Grade

and position with start and end date for each history details

• Salary History TAB details with specific dates till the last salary

changes

• Performance History TAB: with appraisal details with specific

dates till the last salary changes

• Absence History TAB: with leaves history details with specific

dates till the last absence changes


Employee Payslip

• Path: FG Employee Self Service > Payslip

• Employee can view his payslip for a specific period by selecting the

Payroll Period from the List

• Click on GO Button to view the Payslip

• the Payslip will appear for employee to review it


Chapter 3:

Manager Self Service


This Chapter contains all employees related functions from where The MAN-

AGER can view and manage his Direct Reports Details. Such as

1. Leaves: To review his Direct Reports taken leaves and to submit a

new leave request to be sent for approval.

2. View My Employee Information:

View Only for Employees Direct Reports work details such as As-

signment Details ; Salary History Details ; Performance Details &

Leaves history

Employees Leaves

• Path: FG Manager Self Service > Absence Management

• Manager can view all his Direct Reports in the Absence Management

Page

• to view / Add or update direct report leave ; Manager can click AC-

TION icon in front of the needed employee that appears in the man-

ager - employee hierarchy list.

• Manager can review all approved leaves already taken for his direct

Reports

• to review the taken vacation details click on DETAILS link to

view the leave details

• Manager can search for a specific leave from Absence search Criteria

fields then click on GO Button to retrieve the needed absence

• Manager can review HIS CURRENT ACCRUAL BALANCE from

Entitlements Balances TAB

• Enter the Accrual Effective date

• Click on GO Button to review the balance


• Click on CREATE NEW LEAVE button to add new leave request


• Select the Absence Type from the list

• Select the Absence Start Date & Absence End Date (NB: Required

fields are mentioned by (*) symbol)

• Click on CALCUTE DURATION Button to calculate absence

duration



folders

• Select the file



• Click on APPLY Button to save attachment and go back to

review page before submit your request










the request






as report


it later foraapproval

• Click on SUBMIT Button to submit and send the request for

approvers.


Screen


forvApproval


Manager View Employees Information

• Path: FG Manager Self Service > My Employee Information

• Manager can view all his Direct Reports in Employee Information

Page

• To direct report details ; Manager can click DETAILS icon in front

of the needed employee that appears in the manager - employee

hierarchy list.

• Manager can view the following information as VIEW ONLY

• Employment History TAB such as : organization ; Job ; Grade

and position with start and end date for each history details

• Performance History TAB: with appraisal details with specific

dates till the last salary changes

• Absence History TAB: with leaves history details with specific

dates till the last absence changes


Chapter 4 :

Manager Approval

Delegation Cycle


This Chapter contains the Delegation steps from where the Approver can

delegate and assign another User to access his Worklist to manage and approve

all his related requested that need his approval.

1. WorkList Access:

to specify which users can view and act upon main approver

notifications to share same notification list with him as in case of

approving any request by one of the sharing approvers ; the request

will disappear from the other approver notifications List.

WorkList Access

• Path: User Home Page > WorkList Access LINK

• Click on GRANT WORKLIST ACCESS Button

• Select the needed Username from List to whom you will share your

worklist

• Enter the Worklist Access START DATE

• Enter the Worklist Access END DATE

• Select GRANT ACCESS TYPE : Select “ALL ITEM TYPES”

• “ALL ITEM TYPES” (to select all existing applications to

appear in the worklist)

• “SELECTED ITEM TYPE” (to select specific applications to

appear in the worklist)

• Click on APPLY Button to apply changes.

• Click on CANCEL Button to cancel the access action.


Chapter 5:

Approve Requests


1. Open the web browser and then type the following address : https://

www.bayanati.gov.ae

2. Enter username and password to login

3. Click on Login Button to login to the system

4. Click on Needed request to take action from the WORKLIST Block

that contains all requested that need user approval.

5. You will find the Review Page with the Proposed Updates by the

Employee, and then you will have to choose one of the following

Actions:

You will have:

• Return for Correction “Link”: to return the request to employee for

correction in the proposed requested information.

• Approve “B”: to Approve the Request

• Reject “B”: to reject & refuse the Request


• Reassign “B”: to send the request to another person to approve this

request

• Request Information “B”: to send the request back to the Employee

with your requested needed Extra Information.

• Comments “Block”: to send comments to the Employee with your

requested and needed clarification.

• Attachment Link: to open the attached document in the request sent

from the employee


To Return the Request for employee Correction:

• Click on Return for Correction Link

• Select the person to whom you will send the request correction action

• Add Notes in the NOTES Block

• Click on SUBMIT Button to submit and send the return for correction

request

• Confirmation Message will appear after submission

• OR Click on CANCEL Button to cancel the action and return to main

page for approval

To Request some information from the initiator or from another user

• Click on Request for Information Button

• Select WORKFLOW PARTICIPANT to select the employee main

initiator

• OR Select ANY USER then search for specific person to whom the

request for information will be sent.

• Add information Requested in the free text Block to be sent for

clarification


• Click on SUBMIT Button to submit and send the request for

information request

• Confirmation Message will appear after submission

• OR Click on CANCEL Button to cancel the action and return to main

page for approval

To Whom it May Concern Request (From HR Department Side)

• Click on Needed request to take action from the WORKLIST Block

that contains all requested that need HR approval.

• You will find the Review Page with the Proposed needed Letter by

the Employee, after reviewing the request details ; you will have to

do the following Action:

• Approve “B”: to Approve the Request

• After approval the system will send the Letter to employee

automatically to be saved and printed

• In The Request Notification Header ; Employee will find a link for

TO WHOM IT MAY CONCERN LETTER to be opened and printed.

self service human resources user guide · 2013-12-29 · self service human resources user guide 2...

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