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________________________________________________ 301 Tilton Road, Northfield, NJ 08225

P: 888.336.6999 | www.EdmundsAssoc.com

ESS, RSS, CPSS, & VSS Documentation

Employee Self-Service (ESS)

Behind the Scenes…………………………………………………………………………………………….. 2

Creating a Login…………………………………………………………………………………………....... 2

ESS Features………………………………………………………………………………………………… 4

Requesting Time Off…………………………………………………………………………………………. 6

Changing the Status of Request Time………………………………………………………………………... 8

Logging into ESS as a Supervisor……………………………………………………………………………. 8

Residential Self-Service (RSS)

Making a Request…………………………………………………………………………………….…… 10

Track a Request………………………………………………………………………………………...… 11

RSS Category Maintenance………………………………………………………………………...……. 12

RSS Request Maintenance……………………………………………………………………………….. 13

RSS Request Approval………………………………………………………………………………………………. 14

RSS Request Inquiry………………………………………………………………………………….…… 15

Construction Permitting Self-Service (CPSS)

Behind the Scenes.…………………………………………………………………...……………….….. 16

Contractor/Resident/Inspector Login.……………………………………………………...……..…….. 17

Viewing Permits/Violation…………………………………………………………………….…………… 18

Entering Violations……………………………………………………………………………………………………… 19

Schedules…………………………………………………………………………………………………………………..19

Updating Statuses/Record Results…………………………………………………………………………………… 20

Map to Locations ……………………………………………………………………………………………………….. 20

Vendor Self-Service (VSS)

Behind the Scenes……………………………………………………………………………………….. 21

How to Log into VSS…………………………………………………………………………………...... 22

VSS Features……………………………………………………………………………………………………………... 23

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Employee Self-Service

Behind the Scenes

The parameters must be set up to determine what employees have access to within ESS

System Utilities > Personnel Parameter Maintenance (Go directly to the ESS tab)

The “Allow users to edit personal info” check box will give the users the ability to edit their general contact

and emergency contact information. The “Allow W2 Printing” check box will allow users to print a current copy of

their W2.

Select the pay types for which users can request leave time for. You must select an attendance code and enter

a description.

The ESS Message field can be used to customize a message which will appear on the ESS login webpage.

Creating a Login

In order to access ESS, you will need an URL that can be entered on any web browser on the Network. If

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you are new to ESS and do not have a login, you can create one directly from the webpage.

Click the “Click here” button if you are creating a new login. You will be prompted for your Last Name,

Employee Id (Employee Maintenance Id – not MCSJ Login Id), Social Security Number, and Birthdate. Once the

request information have been completed filled out, click Continue.

Next you will choose a Username and Password. The username is not case sensitive and must be between 5

and 15 alphanumeric characters. However the password is case sensitive and must contain at least one letter and one

number. Once you have entered your username and password, hit submit.

**Note: Supervisors with proper security settings have the ability to set up/change a user’s

username/password through the users employee maintenance screen.

After creating your Username/Password, you will be directed back to the MCSJ login page. Use your

Username and Password to log into ESS.

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ESS Features

This is the default view when you log into ESS. This is the Employee Information tab, where you can view

and edit (with proper security) your personal information and emergency contact information. Simply click the Edit

button modify any personal information.

The Leave balances tab shows leave type, when that type was used last, carryover time, year to date accrued

time, year to date used time, and what time is available.

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The Withholding/Benefits tab will list the employee benefits, Federal/State withholding status information,

direct deposit information, and any other employee deductions.

The Salary Info tab is where you can view your year to date gross and net pay, taxable wages and taxes

withheld, and other salary information.

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The Print Current W-2 Form menu option can be used if an employee has a current W-2 available. A

PDF W-2 will be generated to the screen, which can be saved or printed for records.

The Print Blank W4 Form menu options can be used to print a blank W4 form.

The View Paycheck History menu option can be used to view a list of employee’s previous paychecks. The

user has the capability of double clicking a check stub to view and/or print the check stub.

The user also has the capability of changing their password from the Change Password menu option. Enter

the current password and the new desired password twice.

Requesting Time Off

Select the View/Request Time Off menu option in order to make a request.

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You will notice a color key in the left hand corner representing the different leave types. Greyed out day’s

means you can no longer make a request, and a grey box refers to a request that has not been approved/denied by a

supervisor yet.

There is also an Approved, Requested, and Denied column on the left hand side which will list the

appropriate leave types. As well as coloring the days on the calendar.

Select the day you would like to make a request.

Then select the type of leave you are requesting for.

You have ability to take a full day of half day, and from this screen you can use the Select Additional Days

to request additional days as opposed to selecting additional days manually from the calendar.

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By using the Select Additional Days feature, you just click the additional days you would like to take that

leave time for. If you would like to take January 4th through 7th for example as Vacation days but January 8th as a

personal day, select the 5th through 6th from the calendar (since the type is defaulted to vacation). Then select the

Admin option and select the 8th to use the other leave time type on that date. Once you have finished with your

request(s), hit the Submit Changes button.

**Note: A user can cancel a request by clicking the request and selecting the Cancel Leave type, then

clicking submit changes.

Changing the Status of Request Time

A supervisor users, with proper security, will have to log into Edmunds and use the ESS Leave Request

Approval routine.

Personnel > HR > Attendance > ESS Leave Request Approval

Enter the Department Id or select the department from the picklist. All requested time for that specific

department will be listed below.

Click on the Status field of each request and use the drop down menu to approve or deny the request. Once

all the statuses have been changed, click the Update button to update the requests with the new status.

Logging into ESS as a Supervisor

Open an internet browser and enter the ESS URL provided to you in the website bar

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Click the MCSJ Login, and use your MCSJ Id and Password to log into ESS. A list of all employee, within

the departments you have access to, with some general information will be provided.

Double click on an employee to view their leave time calendar. Similar to a user requesting time off, as a

supervisor, select the day for the employee you would like to request leave time for. Once you have clicked the day,

select the type of leave, and whether it is a full or half day. The supervisor will also have the Select Additional Days

button. Click submit once you have entered all the requested days. The supervisor will still need to approve the

requested time through MCSJ’s ESS Leave Request Approval routine.

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Residential Self-Service

Residential Self-Service (RSS) is a web based application that allows residents to submit online requests for

services. After submitting a request, the resident will automatically be assigned a case number that can be used to

check on the status of the request.

Making a Request

Select the Make a Request tab

Complete the requested information in the ‘Tell Us About Yourself’ section, then specify where the issue is.

Type in the location information or search by the Street Number and Name or Parcel Id.

Select the most appropriate category or type of issue from the drop-down list in the ‘What is the issue’

section, then enter a brief description of the issue. If desired, an electronic file or picture can be attached to the issue

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by adding an attachment using the ‘Browse’ button.

Click Submit Request. A case number displays. If the email notification method was selected, a

confirmation email with the case number will be sent. The case number is required if the resident wants to utilize the

online Track a Request feature.

Tracking a Request

Select the Track a Request tab, enter your email address and case number. Click the Find Request button in

order for the request information to display.

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RSS Category Maintenance

Billing/Collections > Resident Self-Service > RSS Category Maintenance

RSS Category Maintenance is used to create user-defined categories for service requests.

Click the Add button to create a new category. You have the ability to select up to 3 Work Order codes for

the category. Work orders generated for requests with this category will automatically be assigned these work order

codes. The users entered in the user Id fields will receive an email notification when a request is submitted. Save

when finished.

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RSS Request Maintenance

Billing/Collections > Resident Self-Service > RSS Request Maintenance

Online requests are automatically added to the RSS Request Maintenance where MCSJ users can view and

update the status of each request. Service requests can also be manually added through here.

The statuses of the service request can be manually changed by editing the request maintenance.

A work order can be generated for the service request when the status is changed to Active, then by clicking

on the ‘Create Work Order’ button.

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RSS Request Approval

Billing/Collections > Resident Self-Service > RSS Request Approval

The RSS Request Approval screen allows for viewing and updating multiple requests at the same time.

Requests can be filtered by category and status. Users have the ability to generate work orders for selected requests

from this routine.

The status check boxes and category drop down list can be used to filter the request you wish to see. Double

click a line to modify the status, public note and/or internal note fields. Double click the create work order check box

for a request to auto-generate a work order. Click update on the toolbar to process any changes.

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RSS Request Inquiry

Billing/Collections > Resident Self-Service > RSS Request Inquiry

This report produces a detailed list of RSS requests which can be filtered by a variety of user defined criteria.

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Construction Permitting Self-Service

Behind the Scenes

Billing/Collections > Construction Permitting/Code Enforcement > CPSS User Maintenance

There are two types of CPSS User Ids. Both of which the client will create, for either a contractor (customer)

or resident. If you are adding an Id for the contractor, you will be prompted to select a customer Id in the contractor

Id field. If you are adding an Id for a property owner, you will be prompted to select a block/lot/qual. Therefore,

when the user logs into CPSS, they will only see violations/permits assigned to them. Since the client is responsible

for creating a user name/password, they can select the option to force a password change at next login so the user can

immediately change to password to something they prefer.

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An inspector log in is created first in Inspector Maintenance (Billing/Collections > Misc. AR > Inspector

Maintenance) then assigned to their user maintenance. The inspector will use their MCSJ login Id/password to log

into CPSS. All inspections/violations/permits will be viewable if they as assigned to their inspector Id.

This is where you will enter either the contractor or residential username/password to access CPSS. If you

are logging in as an inspector, you will have to click on MCSJ Inspector Login first, prior to logging into CPSS.

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A residential or contractor user will be able to log in and view permits/violations assigned to them. They do

not have the ability to add or edit any information.

An inspector has more security within CPSS. They have the ability to view and edit permits/violations.

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The inspector has the ability to add a new violation that will be immediately updated into Edmunds MCSJ.

The inspector can view inspection schedules, as well as results.

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An inspector can view and update results from the inspection results. The ‘View’ button will take the

inspector to the permit. The ‘Map it’ button will open up the location in google maps. From there they can get

directions to where the inspection needs to take place. The statuses can also be changed from here.

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Vendor Self-Service

Behind the Scenes

The parameters must be set up to determine what vendors have the ability to access through VSS

System Utilities > Finance Parameter Maintenance (Click A/P > Vendor Portal)

If you want vendors to have the ability to edit their contact information through the web portal, check the

box next to ‘Allow users to edit contact info’. If the box is checked next to ‘Allow 1099 Printing’ the vendor will

have access to print a current year 1099 form from the portal. You have the option of customizing a personal

message to appear on the log in screen of the web portal.

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How to Log into VSS

Enter the Vendor Self-Service link into a web browser

From the web portal, you can enter the username and password to log in, or request a log in

When you click ‘Request Login’ you will be brought to the above screen. An e-mail will be sent

automatically to the designated user to create you a user id and password. Once you receive your id and password

you may log into VSS.

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VSS Features

The vendor will have access to edit their contact information on page 1. When in edit mode, a blue box will

appear around each editable field.

The vendor can also view and add attachments. The client has the ability to flag certain attachments as

public, which will allow the vendor to view the attachments.

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If the client has the public flag deselected, the vendor will not have access to see those attachments.

The vendor has the ability to print a copy of their current 1099 Form.

The Purchase History option will allow the vendor to view purchase order activity. It will generate a list of

all POs assigned to their vendor Id. The vendor can view the purchase order number, order date, description of

purchase, total expense, and status of PO. If the vendor would like a more detailed list of the specific PO, they can

click ‘View Line Items’.

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This will show the total, status, and invoice number of each line item. If the line item is at a paid status, the

check number that was issued will also be shown. The vendor will also be able to print a copy of the PO from the

web portal here.