ess induction manual

Induction Manual

HR – Employee Self ServicesVersion 1.0

Date: Apr-10-2008

P a g e i SAP HR - ESS Induction Manual

DOCUMENT RELEASE NOTICE

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Client: GMR group

Project: GMR SAP Training And Support

Document details:

Name Version No. DescriptionInduction Manual for SAP HR – ESS Module at GMR SAP Training and Support project

1.0 Induction Manual for SAP HR – ESS Module

The documents or revised pages are subject to document control. Please keep them up-to-date, using the release notice from the distributor of the document. These are confidential documents. Unauthorized access or copying is prohibited.

Prepared by :Nandagopal C Date: 10 th April 2008 Authorized by : Date: 10 th April 2008

P a g e ii SAP HR - ESS Induction Manual

DOCUMENT REVISION LIST

Client : GMR Group

Project : GMR SAP Training and Support

Document Name : Induction Manual for SAP HR - ESS Module

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P a g e 3 SAP HR - ESS Induction Manual

Table of Contents1. Business Introduction

1.1 Agro sector1.2 Energy sector1.3 Road sector1.4 Raxa1.5 Property

2. Implementation Methodology3. ESS – Employee self service

3.1 Services in ESS – Employee self service3.2 Employee search

3.2.1 Who’s who3.3 Personal Information

3.3.1 Addresses3.3.2 Bank information3.3.3 Family member / dependents3.3.4 Personal data3.3.5 Communication data

4. ESS Configuration4.1 Who’s who (ESS):Selection & output4.2 Who’s who (ESS):Determine document type4.3 Who’s who(ESS):Maintain setting4.4 Personal information

4.4.1 Use case for data handling in ESS5. Specify RFC connection to HCM system6. Home page framework setting

6.1 Changing links6.1.1 Hide the link from the employee search sub area6.1.2 Create new service which is copy of service6.1.3 Assign new Z service to personal information subarea

7. Functional Specifications

P a g e 4 SAP HR – ESS Induction Manual

1. Business Introduction

GMR Group is a Bangalore headquartered global infrastructure major with interests in the Airports, Energy, Highways and Urban infrastructure. In addition, the manufacturing sector, spanning the Agri-business includes Sugar and Ferro alloys. The Group is also actively engaged in the areas of Education, Health, Hygiene and Sanitation, Empowerment & Livelihoods and Community-Based Programmes under its Foundation wing, GMR Varalakshmi Foundation.

1.1 Agro SectorGMR Industires Limited (GIDL), the Agri – business division of GMR group, is a distinguished and rapidly expanding sugar producer in India. GIDL’s products include M-30 and S-30 grades of sugar along with Co-generated power, distillery products such as Ethanol, ENA, Rectified Spirit and Bio-Fertilizer. Its manufacturing facilities are located at Sankili, in rural Andhra Pradesh and at Haliyal in Karnataka.

1.2 Energy SectorGIL’s Energy business consists of three operating facilities aggregating to 808.5 MW at Mangalore, Chennai and Vemagiri. Another five projects are under development. GMR’s strategy is to create an attractive portfolio of assets based on a mixture of fuels like Naphtha, Gas, Coal, Hydro etc. They are:

1. GMR Energy Limited, Mangalore2. GMR Power Corporation Pvt. Ltd. , Chennai3. Vemagiri Power Generation Limited4. GMR (Badrinath) Hydro Power Generation Pvt. Ltd5. GMR Orissa Power Project6. Talong Power Project7. Bajoli Power Project8. Chhattisgarh Power Project

1.3 Roads SectorThe Company is a leader in the Highways business through six projects evenly divided amongst annuity and toll-based operations. While, the annuity based projects, Tambaram-Tindivanam (93 kms) and Tuni-Anakapalli (59 kms) are operational it is simultaneously developing 4 other projects Ambala– Chandigarh (35 kms), Jadcherla (46 kms) and Ulundurpet (73 kms) toll based and the Pochanpalli (86 kms) annuity based project. All the four projects have achieved financial closure on time.

1.4 RaxaRAXA is engaged into business of service providing in the area of deploying the security man power. Currently they are providing the manpower to the GMR group companies.

1.5 PropertyProperty is engaged into business of infrastructure development, construction, leasing the building space and furniture. Currently they are providing the manpower to the GMR group companies.


2. Implementation Methodology

‘Project Shield’ is being implemented using Accelerated SAP (ASAP) methodology, the latest and proven methodology of SAP. ASAP methodology ensures optimization of time and effort involved in implementation of SAP solutions. There are five major milestones or phases in this project implementation namely,

Project Preparation Business Blueprint Realization Final Preparation Go-live and support

3. ESS – Employee Self Service

Employee Self Service (ESS) Applications allow employees to view benefits, update personal information, submit time cards, raise vacation, attendance and travel expense reimbursement from their Web browsers. The ESS Applications free human resources staff to deal with more complex tasks.

ESS is an effective means for providing real-time access and data maintenance capabilities to the source or owner of the data. It has the ability to offload much of the data entry and related customer service activities that may be typically performed in an organization's human resources, payroll, benefits, time etc.

Employees would be able to access the ESS portal from any computer with Internet access and within GMR through the GMR Intranet. ESS has to be a single window for employees to get an access to and manage their data in the HR systems.

All the ESS functionalities required at GMR will be met through the standard Business Package for Employee Self-Service. Where ever the standard ESS functionalities are not available developments need to be carried out to address the gaps.

3.1 SERVICES IN ESS – EMPLOYEE SELF SERVICE

The following services are mapped as a part of ESS.

Employee Search Personal Information Working Time Benefits and Payments Travel and Expenses Learning and Career Policies & Processes

3.2 Employee Search


Employee Search

Employees should be able to search for colleagues data in the company address book.The service will comprise following functions:

1. Simple search You can search by first name, last name and personnel number.

2. Advanced search using various criteria If you run a generic search, the system displays a hit list from which you can go

directly to the employee’s profile.

The search result should provide designation too along with other standard fields.

3.2.1 Who’s Who

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

Search Screen

1) Simple Search screen should have Last Name, First Name and Personnel Number

2) Advanced Search should have Last Name, First Name, Personnel Number(Employee Code), Organizational Unit (Department), Job and Building.

Result List should have following columns

Personnel Number, Last Name, First Name, Mobile Number, E-mail, Extension, Building Number (Building), Room Number (Cabin / Workspace No.), Job, Grade (Employee Group and Subgroup)and Designation.

Employee Profile Screen

Extension, E-mail, Direct Line, Mobile Number, Organizational Unit (Department), Position, Job, Cost Center, Building, Room (Cabin / Workspace No.), Personal Number, Grade (Employee Group and Subgroup) and Designation.


Employee simple search screen


Process Diagram - Search


start

Last nameFirst

nameLast nameFirst namePersonnel NumberOrg unit

JobBuilding

Simple / Advancesearch

View employ

ee details?

Employee details

Employee List

Stop

Search

Simple

Advance

Yes

No

Employee Simple search Result Screen

3.3 Personal Information

Personal Information

Employees should be able to use the applications in this area to:

Enter or Change address information View bank details Enter or Change personal and family data Enter or Change Communication data


Process Diagram – Employee Personal Information


Start

Options for personal information: address/

family members / personal data /

communication data

Personal information:

address/ family

members / personal

data / communicati

on data

Personal information

data

Edit?

Stop

Update personal

information

Yes No

3.3.1 Addresses

The Addresses service comprises input screens for address types Permanent Residence, Emergency Address and Mailing Address (Present Address). Along with existing fields Mobile No. and Landline No. is required.

An additional text as information added to inform the employee to submit his documents to HR.

Address Screen


3.3.2 Bank Information

Employees can use this service to display their own bank information. Employee’s bank details are used for bank transfers from Payroll and to Reimburse travel expenses.

Employee Bank details comprise of the following

Salary account – Infotype 6, subtype 00(Main Bank) Reimbursement Account – Infotype 6, subtype 01(Other Bank)

This service will be in view mode.

Bank information screen

3.3.3 Family Member / Dependents


Employees can use this service to display and edit data about their Family members and Dependents. An additional text as information added to inform the employee to submit his documents to HR.

Family members / Dependants screen


3.3.4 Personal Data

Employees can use this service to display and edit their own Personal Information.Some modification required in standard screen: -

Initials, Known as, Language and Social Security No. not required.

Date of Birth will be non editable.

Name at Birth to be renamed as Middle Name. – handled by PA

Employee Personal data screen


3.3.5 Communication Data

Employees can use this service to display and edit their own Communication Information.

Required fields are as follows E-mail, Area code + local access code title change as ‘Direct Line’, Extension, Mobile Number, Building, Room title change as ‘Cabin / Workspace No.’ and Fax.

Employee Communication data screen


Working Time

Leave / Attendance request

Employees can use the applications in this area to:

Enter Leave / Attendance RequestEmployee requires a web based service to request both absences and attendances.

Quota overviewThis link allows employees to view their leave quotas and attendance quotas and leave entitlements. Employee can’t modify the information displayed under quota overview.

Enter Clock In / Clock Out entriesEmployees should be able to correct errors that originated due to incorrect entries at the time recording terminal.

Training AttendanceIn the event of employee attending Training his / her attendance request should be going to the Training Administrator, instead of his Manager


Employee can apply online Leave / Attendance request using this web based ESS service.

The Leave / Attendance Request function comprises the following areas:

Creation of leave or attendance request by employee

Half day leave or attendance functionality is required

Forwarding of request to manager for approval

Controlling of deletion and cancellation processes for certain period

Status tracking and monitoring

If manager does not take any action on leave request, the request will be auto approved at 00:00:00 hours of the leave day.

In case of approving ‘Leave Cancellation’ if manager does not take any action on request, the request should get auto approved at the end of seventh day from the date of the request.

Leave cancellation and changes should be permitted within three days from the date of end of the leave.

The employee should not be allowed to change his Manager

As a standard practice employee will select Leave / Attendance type, Date, Time if require, and aNote for approver.

Once the request has been submitted it will be available to employee’s manager for approval.In the case of rejection employee can re-submit the request.

In the case of approval employee can still change or delete a request and the request will be resubmitted for approval.


If manager does not act on submitted request by 00:00:00 hours of the leave date, request will be auto approved and a mail will be send to manager and employee.

Employees will have option to apply for half day Leave.

0-4 hours leave will be considered as half day leave.

Leave and attendance request through Portal

Employees should select type of leave or attendance and leave date and duration of leave should be entered as mentioned in above screen.


Quota overview through Portal

Other available functionality related to Leave / attendance Request

Team Calendar

It enables employees to check their desired period of leave against other team member’s leave.

Calendar

The calendar gives employees a practical three month overview of their booked and requested absences.

Time Accounts

Time accounts function provides employees with an overview of their absence entitlements, whichemployee can check before entering a leave request.

Absence Overview

Enables employees to view their absences and track the status of their request. Employee cancancel, change duration of absences by selecting the relevant absence record from Absence


Process diagram



StartLeave / Busines

s trip details in ESS screen

Confirmation for Leave

request

Request is viewed under

UWL for approval / rejection

No of days < than 00:00 hrs of leave / business trip dt

Auto approval

Decision

Mail communication on

rejection

Mail communication on

approval

Based on

approval or

rejection

system updates

the informa

tionUpdate leave /

Attendance ESS screen

End

Rejected

Approved

4. ESS Configuration

The configuration involves the following service related configurations

Employee Search Personal Information Work Environment

4.1 Who's Who (ESS): Selection and Output:

In this node maintain country as 40 and you can maintain selection criteria for the search, output fields of the search result and detailed output of the search result.

In this activity, you can change the fields for selecting and outputting data for the Who's Who service. The fields of the underlying InfoSet Query are available. Note, however, that text fields cannot be used for data selection (with the exception of the fields Organizational Unit, Position Name, and Job Name).

You have the following options:

You can specify the fields for selecting an employee.

You can specify the fields for the hit list, that is, the list of all employees who meet the selection criteria.

You can specify the fields for the detail screen for a selected employee.

All selected fields are automatically transferred to the service in the sequence you chose and are then available for selection or output.


If you delete any field from selection field list, that field will not be available for search.

If you delete any field from Output field list, the same field will not be visible in the hit list.

If you delete any field from output details, it will not be visible in the detail view of the employee.

4.2 Who's Who (ESS): Determine Document Type:

To display photo on ESS, determine the photo document type that is uploaded using archive link.

4.3 Who's Who (ESS): Maintain Settings:

Maintain options to display org chart, allow employee to maintain own photo etc. Here ‘Allow own employee photograph to be maintained’ checkbox is unchecked so that user is not allowed to maintain his photograph.


In this activity, you make settings for the options that are to be offered to employees in the ESS scenario Who's Who.

You can define settings that refer only to Who's Who, or settings that enable users to edit their own data.

4.4 Personal Information

Define Active Subtypes and Application Case

In this IMG activity, you make the settings for the user interface for services in the Personal Information area.

For each country, the table contains the infotypes, active subtypes, and the relevant use case for the Personal Information service area. You can define which subtypes are to be active for each infotype and which can be changed by employees. Furthermore, you can define the use case for each infotype or subtype.

By defining a use case, you can control which kinds of data records your employees are permitted to create. The following type’s are available to you: A1 to A6 and B1 to B5. The following information is encrypted in the use case:


sapevent:DOCU_LINK%5CDS:DE.XSS_PER_CASE

sapevent:DOCU_LINK%5CDS:DE.XSS_PER_CASE

The first character indicates the validity. You can use this character to insert information about the time constraints of the data record.

o A means that data records with a certain start or end date can be created and that multiple data records can exist at the same time.

o B means that data records can also be created without a start or end date and that it is not possible to have multiple data records at the same time.

The standard setting allows the start date to be the current date or a future date. If you would like to permit a start date in the past, you can use the Business Add-In HRXSS_PER_BEGDA. For more information, see the documentation to the IMG activity HRXSS_PER_BEGDA>Change Default Start Date.

The second character contains various further settings for a specific infotype or subtype.

For example, you can set whether a certain infotype record must be available during a person's employment at the company.

Define Active Subtypes and Application Case


4.4.1 Use Case for Date Handling in ESS Personal Information

Definition

Two-character alphanumeric key that steers the behavior of the Self-Service user interface for Personal Information.

Use

The use of the key is specified per infotype and per country; if that infotype has subtypes then it is specified per subtype also.

The first character of the key is the validity indicator. This indicates whether an employee is exposed to date handling in ESS Personal Information scenarios.

A: A record can be created specifying the valid start and/or end date Multiple records can exist.. By default the ESS scenario's will allow you specify the start date as today or future date. If you wish to enable ESS scenario's to accept a start date in the past, Business Add-in "HRXSS_PER_BEGDA" can be implemented.

For more information, please refer to IMG activity "Change Default Start Date".

B: A record can be created without specifying the valid start and/or end date. Multiple records are not possible.

The second character of the key indicates other UI behaviors for a specific infotype/subtype as described below:

B1: One infotype record must exist for the entire period of an employee's activity in the enterprise. Once a record for an infotype/subtype is available "New <infotype/subtype>" button will not be available on the overview screen of the concerned scenario. For E.g., suitable to scenario Personal Data

B2: Once a record for an infotype/subtype is available "New <infotype/subtype>" button will not be available on the overview screen of the concerned scenario. For E.g., suitable toscenario Spouse

B3: "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. For e.g., suitable to scenario Child.

B4: Variant of B1. In addition behavior of B1, "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. E.g., suitable to scenario Permanent address


B5: Variant of B2. In addition to behavior of B2, "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. E.g., suitable to scenario Mailing address

A1: One infotype record must exist for the entire period of an employee's activity in the enterprise. Once a record for an infotype/subtype is available "New <infotype/subtype>" button will not be available on the overview screen of the concerned scenario. E.g., suitable to scenario Personal Data

A2: Once a record for an infotype/subtype is available "New <infotype/subtype>" button will not be available on the overview screen of the concerned scenario. E.g., suitable to scenario Spouse

A3: Multiple Infotype records of same entity (for e.g., 1st Child) can not exist at the same time. "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. E.g., suitable to scenario Child

A4: Variant of A1, Difference to A1 being, "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. E.g., suitable in Permanent address.

A5: Variant of A2. Difference to A2 being, "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. E.g., suitable in Mailing address

A6: Multiple infotype records of the same type (e.g. other bank) may exist for an employee at the same time. "New <infotype/subtype>" button will always be available on the overview screen of the concerned scenario. E.g., suitable in other bank.

Important Note:

1) In case the first character is B, future records, if already exist, will not be displayed.

2) A3: This can be used only if the time constraint of the concerned infotype/subtype is 2 and it object identification is permitted.

3) A6: This can be used only if the time constraint of the concerned infotype/subtype is 3.

4) B3: This is applicable for both time constraint 2 with object identification permitted and time constraint

5. Specify RFC Connection to HCM System

The leading system in data selection is the Financials system. To read additional data (personnel data and data on loan objects), enter the RFC connection to the HCM system in which the data is located.


RFC destination to be created prior to this.

6. HOMEPAGE-FRAMEWORK SETTINGS

The Homepage Framework enables employee easy access to ESS Web applications (services) that run in the SAP Enterprise Portal. The Homepage framework basically consists of Area groups, sub areas within this area group and services within the sub areas.

It offers the following functions:

Add short descriptions for the individual services that will appear on the user interface

Edit the link texts of the hyperlinks that the employees use to start the services

Add new services or Hide/Deactivate services

Give Quick links to the services which are regularly accessed so that Employee can access them from the Homepage itself.


First let us understand the different sections in the homepage in order to do this change. The hierarchy is as follows:

Area group Page

Area 1 Area 2

Sub area 1 Sub area 2 Sub area N

Service 1 Service 2 Service N


Area Group Page

Area 1 Area 2


Sub Area

Service


6.1 Changing Links

Requirement: remove the Change Own Data link from Employee Search and to put it under Personal Information

This requirement can be done in three steps

Step 1: Hide the Change own data link from Employee Search Subarea

Step 2: Create a new service which is a copy of the Change own data service

Step 3: Assign the new Z service to Personal Information Subarea.

6.1.1 Hide the Change own data link from Employee Search Subarea

In this IMG activity, you assign each service to a subarea and define its position.

If you want to hide a service in a subarea that has been delivered by SAP, proceed as follows:

1. Look up the relevant entry in the first view of this IMG activity.

2. Repeat this entry with position 0 in the second view of this IMG activity

Against subarea key and the service make position as “Zero”


6.1.2 Create a new service which is a copy of the Change own data service

In this IMG activity, you define the services (Web applications) that are to appear on the area pages. For each service you define, a hyperlink and a short description will appear on the related area page.

Employees use this link to start the service. You can make numerous settings to define where and how the hyperlink to the service will appear.


6.1.3 Assign the new Z service to Personal Information Subarea.

Give required position number for the newly assigned service.

7. Functional Specifications

The below link find you the functional specification for ESS User name and Password change.


HCM_ESS_FUE_019_ESSUSERID_PWD_CHANGE.pdf

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