user manual ess time management.doc - ess manual.pdf

50
BHEL SAP HR and Payroll Implementation USER MANUAL TIME MANAGEMENT - APPLICATIONS IN ENTERPRISE PORTAL Version 1.0 4 th Floor, PTI Building 4 Parliament Street New Delhi – 110 001

Upload: rameshthalbavadi

Post on 21-Jul-2016

40 views

Category:

Documents


3 download

TRANSCRIPT

Page 1: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL

SAP HR and Payroll Implementation

USER MANUALTIME MANAGEMENT - APPLICATIONS

IN ENTERPRISE PORTALVersion 1.0

4th Floor, PTI Building4 Parliament StreetNew Delhi – 110 001

Page 2: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 2 of 49

Contents

Section 1 Absences ..................... 41.1 General Information ........................................................................................................4

1.1.1 Leave application through ESS........................................................................................61.1.1.1 Applying for Casual Leave ............................................................................................101.1.1.1.1 Modifying Applied Casual Leave............................................................................141.1.1.1.2 Deleting Applied Casual Leave...............................................................................181.1.1.2 Applying for Earned leave .............................................................................................211.1.1.3 Applying for Commuted Sick Leave .............................................................................251.1.1.4 Applying for Special Casual leave .................................................................................281.1.1.5 Applying for Compensatory Off ....................................................................................311.1.2 Approving Leave Requests ............................................................................................331.1.3 Tracking Leave Approval Process .................................................................................38

Section 2 Leave Encashment................... 402.1 General Information ......................................................................................................40

2.1.1 Applying for Leave Encashment....................................................................................40

Section 3 Manager Self Service .............. 463.1.1 Performing Time Related Activities in MSS .................................................................46

List of Figures

Figure 1: SAP Net Weaver Home page ........................................................................................................... 6Figure 2: Overview screen ............................................................................................................................... 6Figure 3: Working Time screen ....................................................................................................................... 7Figure 4: Quota Overview screen .................................................................................................................... 7Figure 5: Quota Overview screen (Absence Quotas from 01/08/2009)........................................................... 7Figure 6: Leave Request screen ....................................................................................................................... 8Figure 7: Team calendar Overview.................................................................................................................. 8Figure 8: Calendar Overview........................................................................................................................... 9Figure 9: Time Accounts(Absence Quota) Overview...................................................................................... 9Figure 10: Applied leaves Overview ............................................................................................................. 10Figure 11: Leave Request (Casual Leave– Display and Edit) screen ............................................................ 10Figure 12: Leave Request (Casual Leave - Review and Send) screen........................................................... 11Figure 13: Leave Request (Casual Leave - Completed) screen ..................................................................... 12Figure 14: Leave Request (Casual Leave– Display and Edit) screen ............................................................ 12Figure 15: Leave Request (Casual Leave– Display and Edit) screen ............................................................ 13Figure 16: Leave Request (Casual Leave– Display and Edit) screen ............................................................ 13Figure 17: Leave Request (Casual Leave– Display and Edit) screen ............................................................ 14Figure 18: Leave Request (Casual Leave– Display and Edit) screen ............................................................ 14Figure 19: Leave Request screen ................................................................................................................... 15Figure 20: Leave Request (Overview of Leave) screen................................................................................. 15Figure 21: Leave Request (Casual Leave) screen .......................................................................................... 16Figure 22: Leave Request (Casual Leave - Change) screen .......................................................................... 16

Page 3: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 3 of 49

Figure 23: Leave Request (Modify Casual Leave - Review and Send) screen.............................................. 17Figure 24: Leave Request (Modify Casual Leave - Completed) screen ........................................................ 17Figure 25: Leave Request screen ................................................................................................................... 18Figure 26: Leave Request (Overview of Leave) screen................................................................................. 19Figure 27: Leave Request (Casual Leave) screen .......................................................................................... 19Figure 28: Leave Request (Casual Leave - Delete) screen ............................................................................ 20Figure 29: Leave Request (Delete Casual Leave - Review and Send) screen ............................................... 20Figure 30: Leave Request (Delete Casual Leave - Completed) screen.......................................................... 21Figure 31: Leave Request (Earned Leave – Display and Edit) screen........................................................... 22Figure 32: Leave Request (Earned Leave - Review and Send) screen .......................................................... 23Figure 33: Leave Request (Earned Leave - Completed) screen..................................................................... 23Figure 34: Leave Request (Earned Leave– Display and Edit) screen............................................................ 24Figure 35: Leave Request (Earned Leave– Display and Edit) screen............................................................ 24Figure 41: Leave Request (Commuted Sick Leave – Display and Edit) screen ............................................ 25Figure 42: Leave Request (Commuted Sick Leave - Review and Send) screen............................................ 26Figure 43: Leave Request (Commuted Sick Leave - Completed) screen ...................................................... 26Figure 44: Leave Request (Commuted Sick Leave – Display and Edit) screen ............................................ 27Figure 45: Leave Request (Commuted Sick Leave – Display and Edit) screen ............................................ 27Figure 46: Leave Request (Special Casual Leave– Display and Edit) screen ............................................... 28Figure 47: Leave Request (Special Casual Leave - Review and Send) screen .............................................. 29Figure 48: Leave Request (Special Casual Leave - Completed) screen ........................................................ 30Figure 49: Leave Request (Special Casual Leave – Display and Edit) screen .............................................. 30Figure 62: Leave Request (Compensatory Off – Display and Edit) screen ................................................... 31Figure 63: Leave Request (Compensatory Off - Review and Send) screen................................................... 32Figure 64: Leave Request (Compensatory Off - Completed) screen............................................................. 32Figure 65: Leave Request (Compensatory Off – Display and Edit) screen ................................................... 33Figure 66: SAP Net Weaver Home page with Universal Worklist for Approver.......................................... 34Figure 67: Task screen ................................................................................................................................... 34Figure 68: Leave Approval (Casual Leave– Display and Edit) screen .......................................................... 35Figure 69: Leave Approval (Casual Leave– Display and Edit) screen .......................................................... 35Figure 70: Leave Approval (Casual Leave– Review and Send) screen........................................................ 36Figure 71: Leave Approval (Casual Leave– Completed) screen ................................................................... 36Figure 72: SAP Net Weaver Home page with Universal Worklist for Approver.......................................... 37Figure 73: SAP Net Weaver Home page ....................................................................................................... 38Figure 74: SAP Net Weaver Home page (Tracking tab) ............................................................................... 38Figure 75: History details screen ................................................................................................................... 39Figure 76: History details Overview screen................................................................................................... 39Figure 77: SAP Net Weaver Home page ....................................................................................................... 40Figure 78: Overview screen ........................................................................................................................... 40Figure 79: Benefits and Payment screen........................................................................................................ 41Figure 80: Leave Encashment Request screen............................................................................................... 41Figure 81: Time Accounts Overview screen.................................................................................................. 42Figure 82: Applied leave encashment requests screen................................................................................... 42Figure 83: Change/Delete leave encashment request screen ......................................................................... 43Figure 84: Leave encashment submit screen ................................................................................................. 43Figure 85: Leave encashment (Review & Send) screen ................................................................................ 44Figure 86: Leave encashment (Completed) screen ........................................................................................ 44Figure 87: SAP Net Weaver Home page ....................................................................................................... 46Figure 88: Service Map screen....................................................................................................................... 46Figure 89: Work Overview screen ................................................................................................................. 47Figure 90: Team Calendar ............................................................................................................................. 48Figure 91: Absence days of the selected employee ....................................................................................... 48

Page 4: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 4 of 49

Section 1 Absences

1.1 General Information

This document specifies the features / applications of Time Management module in EnterprisePortal. Employees having ESS/MSS logins can apply for various kinds of Absencetypes(leaves) and Earned Leave Encashments. Employees having MSS logins can haveinformation pertaining to employees absences details.

Following absences types can be applied through Employee Self Service facility

Table 1: List of Absences to be Applied through ESS

Absence Types

Casual leave

Earned leave

Half Pay leave

Commuted sick leave

Special casual leave

Casual leave first half

Casual leave second half

Optional holiday

Compensatory Off

Workflow related to sanction or cancellation of leave is based upon position toreporting position relationship. Taking into account of delegation of powers forapproval, the workflows for the above kind of leaves have been categorized into 3groups:

Category 1: Casual leave,Optional Holiday,Casual leave first half,Casual leave secondhalf

These Leave types have only one level approval process i.e, Approval process for leave application

Employee-> Controlling Employee

Approval process for leave modification (change in existing sanctionedleave)Employee-> Controlling Employee

Approval process for leave deletion (cancellation of an existingsanctioned leave)a) Employee->Controlling Employee ( in case Grade of 1st level reporting

Employee is in Executive grade) -> Time Admin

Page 5: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 5 of 49

b) Employee->Controlling Employee (in case Grade of 1st level reportingEmployee is not in Executive grade)-> Controlling Employee 1->TimeAdmin

Note: Time administrators to cross-check offline before approving the deletion ofalready sanctioned leave. On deletion the absence quota of the leaves are updatedin Infotype 2006 in R/3

Category 2: Earned leave, Half Pay Leave , Compensatory OffThese leave types follows two level approval process based on the Employee Group ofControlling Employee. For cases where the immediate controlling employee belongs toEmployee group = Executive, the leave will be sanctioned and approved. For cases where theimmediate controlling employee does not belong to Employee Group = Executive, theworkflow will be routed to the 2nd level Controlling Employee. Irrespective of the EmployeeGroup of 2nd level controlling employee the workflow will terminate here for approval.

Approval process for leave applicationa) Employee ->Controlling Employee (if first level sanctioning authority is in

Executive grade)b)Employee->Controlling Employee ( if first level sanctioning authority is not in

Executive grade)->Controlling Employee1 (sanctioned by next level reportingemployee)

Approval process for leave modificationa) Employee ->Controlling Employee(If Executive)

b)Employee->ControllingEmployee(Non-Executive)->ControllingEmployee1

Approval process for leave deletiona) Employee->Controlling Employee(Executive)-> Time Admin

b) Employee->Controlling Employee(Non-Executive)-> Controlling Employee 1->Time Admin

Category 3: Commuted sick leave, Special casual leaveSanction for these leave types require supporting documents. Hence the workflow related tothese leave types after approval of sanctioning authority will be routed to Unit TimeAdministrator. After submission of leave application in ESS, employee has to obtain a printoutof the leave application and alongwith the documents submit the same to Unit HRadministrator

Approval process for leave application

a) Employee->Controlling Employee(Executive)-> Time Adminb) Employee->Controlling Employee(Non-Executive)-> Controlling Employee 1-

>Time Admin

Approval process for leave modificationa) Employee->Controlling Employee(Executive)-> Time Adminb) Employee->Controlling Employee(Non-Executive)-> Controlling Employee 1-

>Time Admin

Page 6: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 6 of 49

Approval process for leave deletion

a) Employee->Controlling Employee(Executive)-> Time Adminb) Employee->Controlling Employee(Non-Executive)-> Controlling Employee 1-

>Time Admin

1.1.1 Leave application through ESS

1. Login to the SAP Net Weaver portal.The SAP Net Weaver Home page appears.

Figure 1: SAP Net Weaver Home page

2. Select Employee Self-Service .The Overview screen appears.

Figure 2: Overview screen

3. Select Working Time.

The Working Time screen appears.

Page 7: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 7 of 49

Figure 3: Working Time screen

4. Select Quota Overview.

The Quota Overview screen appears. The screen displays the details of absence quotas ofthe employee like Deductible from, Deductible to, Entitlement, etc.

Figure 4: Quota Overview screen

Except for EL & HPL Casual Leave, Optional Holiday & Family Station leave will have annualvalidity period. Family Station Leave will be displayed for all such employees only who areentitled to.

The On Key Date field specifies the date from which the quota overview is to be displayed.

For example, if you enter the date as 01/08/2009 in the On Key Date field and you click theDisplay button the screen displays details of absence quotas from 01/08/2009.

Figure 5: Quota Overview screen (Absence Quotas from 01/08/2009)

5. Select Leave Request from the Working Time screen.

Page 8: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 8 of 49

The Leave Request screen appears.

Figure 6: Leave Request screen

An employee can apply for leaves by using the Leave Request screen.

General information about this screen:

Show Team Calendar: It provides employees with a overview of the absences ofemployees in the team. The Team Calendar comprises a calendar that displays anoverview of employee absences for the team. The team herein means the particularOrganization Unit wherein the employees’ data has been maintained.

On clicking the Show Team calendar link, following section appears:

Figure 7: Team calendar Overview

Display Data for: Period for which the calendar is to be viewed can be specified.

Absent - It indicates the Full-day absences that have been approved through all thelevels.eg EL, HPL etc

Multiple Entries - Several half day or full day absences can exist for one day. So,this indicates the posted absences and requested leaves.

Page 9: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 9 of 49

Sent - This indicates the leave requests that have not yet been approved. Thisincludes new requests and requests for changes to be made.

Deletion Requested - This indicates the requests for those absences are tobe deleted. This includes absences that have already been approved that an employee wouldlike to cancel.

* Note : The absences processed through R/3 also are also indicated in this display.

Show Calendar: It displays the calendar of a year. But, at a time displays thecalendar for 3 months.

On clicking the Show Calendar link, the following section appears

Figure 8: Calendar Overview

Show Time Accounts:. This enables employees to an summary of the Leave accruedvis-à-vis leave availed.

On clicking the Show Time Accounts link, the following section appears:

Figure 9: Time Accounts(Absence Quota) Overview

Show Overview of Leave: This gives the employees an overview of all of theirapplied absences with the period and status.

On clicking the Show Overview of Leave link, following sectionappears:

Page 10: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 10 of 49

Figure 10: Applied leaves Overview

Leave Since: Period from which the leaves are to be viewed can be specified.

1.1.1.1 Applying for Casual Leave

The employee can apply for a Casual leave by using the Leave Request screen.

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.

The Leave Request screen appears. A sample screenshot in the process of applying forCasual leave is displayed below.

Figure 11: Leave Request (Casual Leave– Display and Edit) screen

Page 11: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 11 of 49

2. Enter details, as described in the following table:

Field Name Description

Type of Leave From the dropdown list, select CasualLeave.(Mandatory)

Date Enter the period for which you wish to apply forCasual leave. You can also select the date byclicking the Calendar icon. (Mandatory)

Reason Select a reason for applying for the leave from thedrop down list.(Mandatory)

Address duringLeave

Enter the address including street, city andstate.(Mandatory)

Contact No. Enter your contact number.

Approver Displays the name of the approver who will approvethe Casual leave.

Note for Approver Enter a note for the Casual leave approver.

3. Click the Review and Send or Review button.The Casual Leave - Review and Send) screen appears.

Figure 12: Leave Request (Casual Leave - Review and Send) screen

4. Check and verify the Casual leave details and then click the Send button.The Leave Request (Casual Leave - Completed) screen appears. The screen displays thefollowing message: The leave request has been sent.

Page 12: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 12 of 49

Figure 13: Leave Request (Casual Leave - Completed) screen

After being sent to the approver, the leave request has to go through an approval workflow.On completion of the approval process, the leave requestor gets a notification email in hisBHEL mail id.

In case of Casual leave, the leave request has to go through one level of approval.

The levels of approval is shown in the following workflow:I. When an employee applies for a leave, the request goes to the Controlling

Employee,and the Controlling Employee can approve/reject it. In this case, theapproval process gets terminated here.

Conditional checks for Casual leave:

1. Date: If an employee enters the start date or end date as “Holiday/Off day”:An error message appears on the Leave Request (Casual Leave– Display and Edit)screen as displayed below.

Figure 14: Leave Request (Casual Leave– Display and Edit) screen

Page 13: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 13 of 49

2. When an employee wants to avail casual leave during the transition period i.e. movingfrom a validity period to another:

Example: If an employee applies for Casual leave for the period 29.06.2009 to02.07.2009.An error message appears on the Leave Request (Casual Leave– Display and Edit) screenas displayed below.

Figure 15: Leave Request (Casual Leave– Display and Edit) screen

In this case, the employee has to contact the Time administrator offline, so that the Timeadministrator can create quota for few days in next block for the employee.

3. Start: If an employee enters the start date in continuation with Earned leave:An error message appears on the Leave Request (Casual Leave– Display and Edit)screen as displayed below.

Figure 16: Leave Request (Casual Leave– Display and Edit) screen

Page 14: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 14 of 49

4. Start: If an employee enters the start date in continuation with Half Pay leave:

An error message appears on the Leave Request (Casual Leave– Display and Edit)screen as displayed below.

Figure 17: Leave Request (Casual Leave– Display and Edit) screen

5. Start: If an employee enters the start date in continuation with Commuted sick leave:

An error message appears on the Leave Request (Casual Leave– Display and Edit)screen as displayed below.

Figure 18: Leave Request (Casual Leave– Display and Edit) screen

1.1.1.1.1 Modifying Applied Casual Leave

The employee can modify the applied Casual leave by using the Leave Request screen. Thisleave has not yet been approved by the Controlling Employee.

Page 15: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 15 of 49

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.The Leave Request screen appears

Figure 19: Leave Request screen

2. Click the Show Overview of Leave link.

The Leave Request (Overview of Leave) screen appears

Figure 20: Leave Request (Overview of Leave) screen

3. The already approved leave is selected which is required to be changed (in this case,Casual Leave).

The Leave Request (Casual Leave) screen appears

Page 16: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 16 of 49

Figure 21: Leave Request (Casual Leave) screen

4. Click the Change button.

The Leave Request (Casual Leave - Change) screen appears.

Figure 22: Leave Request (Casual Leave - Change) screen

5. After making the necessary changes, click the Review button.The Leave Request (Modify Casual Leave - Review and Send) screen appears.

Page 17: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 17 of 49

Figure 23: Leave Request (Modify Casual Leave - Review and Send) screen

6. Check and verify the details of leave, then click the Send button.The Leave Request (Modify Casual Leave - Completed) screen appears. The screen

displays the following message: The leave request has been sent.

Figure 24: Leave Request (Modify Casual Leave - Completed) screen

Whenever a change is done, the leave change request will undergo a workflow which is sameas the leave application approval workflow of Casual leave.On getting approved by the final level, the changes get done. On completion of the approvalprocess, the leave modifier gets a notification email in his BHEL id.

Page 18: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 18 of 49

NOTE: The changes and deletion in the already applied leave can be done by therequestor only after receiving the confirmation email regarding approval ofthe earlier applied leave notification.

1.1.1.1.2 Deleting Applied Casual Leave

The employee can delete applied Casual leave by using the Leave Request screen.

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.The Leave Request screen appears

Figure 25: Leave Request screen

2. Click the Show Overview of Leave link.

The Leave Request (Overview of Leave) screen appears

Page 19: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 19 of 49

Figure 26: Leave Request (Overview of Leave) screen

3. The already approved leave is selected which is to be deleted (in this case, Casual Leave).The Leave Request screen appears

Figure 27: Leave Request (Casual Leave) screen

4. Click the Delete button.The Leave Request (Casual Leave - Delete) screen appears

Page 20: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 20 of 49

Figure 28: Leave Request (Casual Leave - Delete) screen

5. Click the Review button.

The Leave Request (Delete Casual Leave - Review and Send) screen appears

Figure 29: Leave Request (Delete Casual Leave - Review and Send) screen

6. In case the leave request has to be deleted, finally click the Delete button.

The Leave Request (Delete Casual Leave - Completed) screen appears. The screendisplays the following message: The leave request has been deleted

Page 21: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 21 of 49

Figure 30: Leave Request (Delete Casual Leave - Completed) screen

Whenever a deletion is done, the leave delete request will undergo a workflow; the requestwill go through the following levels of approval: Employee Controlling Employee (If controlling employee is in Executive grade) Time

Admin Employee Controlling Employee (If controlling employee is not in Executive grade)

Controlling Employee 1 Time Admin

On getting approved by the final level, the leave request gets deleted. On completion of theapproval process, the leave requestor gets a notification email.

NOTE: For all the absence types, the leave deletion request will follow the same workflow. But

whenever a new leave request is applied then the request will follow the workflowspecific to the absence type.

The changes and deletion of already applied leave can be done by the leave requestoronly after receiving the email notification for leave approval.

1.1.1.2 Applying for Earned leave

The employee can apply for an Earned leave by using the Leave Request screen.

Page 22: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 22 of 49

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.The Leave Request screen appears. A sample screenshot in the process of applying forEarned leave is displayed below

Figure 31: Leave Request (Earned Leave – Display and Edit) screen

2. Enter details, as described in the following table:

Field Name Description

Type of Leave From the dropdown list, select Earned Leave.(Mandatory)

Date Enter the period for which you wish to apply forEarned leave. You can also select the date byclicking the Calendar icon.(Mandatory)

Reason Select a reason for applying for the leave from thedrop down list.(Mandatory)

Address duringLeave

Enter the address including street, city andstate.(Mandatory)

Contact No. Enter your contact number.

Approver Displays the name of the approver who will approvethe Earned leave.

Note for Approver Enter a note for the Earned leave approver.

3. Click the Review and Send or Review button.The Leave Request (Earned Leave - Review and Send) screen appears.

Page 23: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 23 of 49

Figure 32: Leave Request (Earned Leave - Review and Send) screen

4. Check and verify the Earned leave details and then click the Send button.The Leave Request (Earned Leave - Completed) screen appears. The screen displays thefollowing message: The leave request has been sent

Figure 33: Leave Request (Earned Leave - Completed) screen

After being sent to the approver, the leave request has to go through an approval workflow.On completion of the approval process, the leave requestor gets a notification email.

Page 24: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 24 of 49

In case of Earned leave, the leave request has to go through the following two levels ofapproval: Employee Controlling Employee (Executive)

Employee Controlling Employee (Non-Executive) Controlling Employee1

Conditional checks for Earned leave:

1. Date: If an employee enters the start date or end date as “Holiday/Off day”:An error message appears on the Leave Request (Earned Leave– Display and Edit)screen as displayed below

Figure 34: Leave Request (Earned Leave– Display and Edit) screen

2. Start: If an employee enters the start date in continuation with Casual leave:

An error message appears on the Leave Request (Earned Leave– Display and Edit)screen as displayed below

Figure 35: Leave Request (Earned Leave– Display and Edit) screen

Page 25: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 25 of 49

NOTE:For steps to be followed for Deletion/Modification of Earned leave requests, refer to sections1.1.1.1.1 and 1.1.1.1.2 respectively.

Whenever a change is done, the leave change request will undergo a workflow which is sameas the leave application approval workflow of Earned leave.On getting approved by the final level, the changes get done. On completion of the approvalprocess, the leave modifier gets a notification email in his BHEL id.

1.1.1.3 Applying for Commuted Sick Leave

The employee can apply for a Commuted Sick leave, by using the Leave Request screen.

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.The Leave Request screen appears. A sample screenshot in the process of applying forCommuted Sick leave is displayed below.

Figure 36: Leave Request (Commuted Sick Leave – Display and Edit) screen

2. Enter details, as described in the following table:

Field Name Description

Type of Leave From the dropdown list, select Commuted sickLeave. (Mandatory)

Date Enter the period for which you wish to apply forCommuted sick leave. You can also select the dateby clicking the Calendar icon.(Mandatory)

Reason Select the reason for applying leave from thedropdown list.(Mandatory)

Address duringLeave

Enter the address including street, city andstate.(Mandatory)

Contact No. Enter your contact number.

Page 26: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 26 of 49

Approver Displays the name of the approver who will approvethe Commuted sick leave.

Note for Approver Enter a note for the Commuted sick leave approver.

3. Click the Review and Send or Review button.

The Leave Request (Commuted Sick Leave - Review and Send) screen appears.

Figure 37: Leave Request (Commuted Sick Leave - Review and Send) screen

4. Check and verify the Commuted Sick leave details, and then click the Send button.The Leave Request (Commuted Sick Leave - Completed) screen appears. The screendisplays the following message: The leave request has been sent.

Figure 38: Leave Request (Commuted Sick Leave - Completed) screen

After being sent to the approver, the leave request has to go through an approval workflow.And on completion of the approval process, the leave requestor gets a notification email.

In case of Commuted Sick Leave, the leave request has to go through the following levels ofapproval:

Page 27: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 27 of 49

Employee Controlling Employee (Executive) Time Admin

Employee Controlling Employee (Non-Executive) Controlling Employee 1 TimeAdmin

Conditional checks for Commuted Sick Leave:

1. Date: If an employee enters the start date or end date as “Holiday/Off day”:An error message appears on the Leave Request (Commuted Sick Leave – Display

and Edit) screen as displayed below.

Figure 39: Leave Request (Commuted Sick Leave – Display and Edit) screen

2. Start: If an employee enters the start date in continuation with Casual leave:An error message appears on the Leave Request (Commuted Sick Leave – Displayand Edit) screen as displayed below.

Figure 40: Leave Request (Commuted Sick Leave – Display and Edit) screen

Page 28: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 28 of 49

NOTE:For steps to be followed for Deletion/Modification of Commuted sick leave requests, refer tosections 1.1.1.1.1 and 1.1.1.1.2 respectively.

Whenever a change is done, the leave change request will undergo a workflow which is sameas the leave application approval workflow of Commuted sick leave.On getting approved by the final level, the changes get done. On completion of the approvalprocess, the leave modifier gets a notification email in his BHEL id.

1.1.1.4 Applying for Special Casual leave

The employee can apply for a Special Casual leave by using the Leave Request screen.

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.

The Leave Request screen appears. A sample screenshot in the process of applying forSpecial Casual leave is displayed below.

Figure 41: Leave Request (Special Casual Leave– Display and Edit) screen

2. Enter details as described in the following table:

Field Name Description

Type of Leave From the dropdown list, select Special casual Leave.(Mandatory)

Date Enter the period for which you wish to apply forSpecial casual leave. You can also select the dateby clicking the Calendar icon.(Mandatory)

Reason Select the reason for applying leave from the

Page 29: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 29 of 49

dropdown list.(Mandatory)

Address duringLeave

Enter the address including street, city andstate.(Mandatory)

Contact No. Enter your contact number.

Approver Displays the name of the approver who will approvethe Special casual leave.

Note for Approver Enter a note for the Special casual leave approver.

3. Click the Review and Send or Review button.

The Leave Request (Special Casual Leave - Review and Send) screen appears.

Figure 42: Leave Request (Special Casual Leave - Review and Send) screen

4. Check and verify the Special Casual leave details and then click the Send button.The Leave Request (Special Casual Leave - Completed) screen appears. The screendisplays the following message: The leave request has been sent.

Page 30: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 30 of 49

Figure 43: Leave Request (Special Casual Leave - Completed) screen

After being sent to the approver, the leave request has to go through an approval workflow.On completion of the approval process, the leave requestor gets a notification email.

In case, of Special Casual leave, the leave request has to go through the following two levelsof approval: Employee Controlling Employee (Executive) Time Admin

Employee Controlling Employee (Non-Executive) Controlling Employee 1 TimeAdmin

Conditional checks for Special Casual Leave:

1. Date: If an employee enters the start date or end date as “Holiday/Off day”:

An error message appears on the Leave Request (Special Casual Leave – Display andEdit) screen as displayed below.

Figure 44: Leave Request (Special Casual Leave – Display and Edit) screen

NOTE:

Page 31: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 31 of 49

For steps to be followed for Deletion/Modification of Special casual leave requests, refer tosections 1.1.1.1.1 and 1.1.1.1.2 respectively.Whenever a change is done, the leave change request will undergo a workflow which is sameas the leave application approval workflow of Special casual leave.On getting approved by the final level, the changes get done. On completion of the approvalprocess, the leave modifier gets a notification email in his BHEL id.

1.1.1.5 Applying for Compensatory Off

The employee can apply for a Compensatory Off by using the Leave Request screen.Compensatory Off – absence type as per Personnel Manual clause No11 sub-section E1 of VolII.Employee will be able to apply for Compensatory Off only if the a quota for the same hasbeen created by Unit Time Administrator.

1. From the Home page of SAP Net Weaver portal, choose Employee Self-Service WorkingTime Leave Request.

The Leave Request screen appears. A sample screenshot in the process of applying forCompensatory Off is displayed below.

Figure 45: Leave Request (Compensatory Off – Display and Edit) screen

2. Enter details, as described in the following table:

Field Name Description

Type of Leave From the dropdown list, select Compensatory off.(Mandatory)

Date Enter the period for which you wish to apply forCompensatory off. You can also select the date byclicking the Calendar icon.(Mandatory)

Reason Select the reason for applying leave from thedropdown list.(Mandatory)

Address duringLeave

Enter the address including street, city andstate.(Mandatory)

Contact No. Enter your contact number.

Page 32: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 32 of 49

Approver Displays the name of the approver who will approvethe Compensatory off.

Note for Approver Enter a note for the compensatory off approver.

3. Click the Review and Send or Review button.

The Leave Request (Compensatory Off - Review and Send) screen appears.

Figure 46: Leave Request (Compensatory Off - Review and Send) screen

4. Check and verify the Compensatory Off details and then click the Send button.

The Leave Request (Compensatory Off - Completed) screen appears. The screen displaysthe following message: The leave request has been sent.

Figure 47: Leave Request (Compensatory Off - Completed) screen

After being sent to the approver,the leave request has to go through an approval workflow.On completion of the approval process, the leave requestor gets a notification email.

Page 33: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 33 of 49

In case, of Compensatory off the leave request has to go through the following two levels ofapproval:

Employee Controlling Employee(Executive) Employee Controlling Employee(Non-Executive) Controlling Employee1

Conditional checks for Compensatory Off:

1. Date: If an employee enters the start date or end date as “Holiday/Off day”:An error message appears on the Leave Request (Compensatory Off – Display and

Edit) screen as displayed below.

Figure 48: Leave Request (Compensatory Off – Display and Edit) screen

NOTE:For steps to be followed for Deletion/Modification of Compensatory off requests, refer tosections 1.1.1.1.1 and 1.1.1.1.2 respectively.Whenever a change is done, the leave change request will undergo a workflow which is sameas the leave application approval workflow of Compensatory off.On getting approved by the final level, the changes get done. On completion of the approvalprocess, the leave modifier gets a notification email in his BHEL id.

1.1.2 Approving Leave Requests

This section describes the steps through which the approver can approve or reject leaverequests by employees.

1. Login to the SAP Net Weaver portal as an approver.The SAP Net Weaver Home page appears with Universal Worklist.

Page 34: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 34 of 49

Figure 49: SAP Net Weaver Home page with Universal Worklist for Approver

The recently applied leaves by employees appear in the work list of the approver after 1minute duration.

2. In case recently applied leaves by employees does not appear in the list, click Refresh asshown in the screenshot above.

The leave request appears in the list.3. Select the leave request to be approved by clicking on its left side.

Once selected, its colour changes as shown in the following screen.

Figure 50: Task screen

4. Click the Launch WebDynpro button.The Leave Approval (Casual Leave– Display and Edit) screen appears.

Page 35: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 35 of 49

Figure 51: Leave Approval (Casual Leave– Display and Edit) screen

5. Based on whether the leave request is to be approved or rejected, choose the Approve orReject buttons accordingly. To approve the leave, click the Approve button.

The following screen appears.

Figure 52: Leave Approval (Casual Leave– Display and Edit) screen

6. Click the Review button.The Leave Approval (Casual Leave– Review and Send) screen appears.

Page 36: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 36 of 49

Figure 53: Leave Approval (Casual Leave– Review and Send) screen

7. Click the Approve Request button.

The Leave Approval (Casual Leave– Completed) screen appears with the approved leavedetails. The screen displays the following message: You have approved the leave request.

Figure 54: Leave Approval (Casual Leave– Completed) screen

8. Close the Leave Approval (Casual Leave– Completed) screen.You return to the Home page with Universal Worklist.

Page 37: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 37 of 49

9. Click Refresh as shown, then the approved leave request will disappear from the list asshown in the following screen:

Figure 55: SAP Net Weaver Home page with Universal Worklist for Approver

This shows that the leave request approval process has been completed.Approver has also the option to view the quota entitlements of the requester.Approver is also able to view the history of the sanctioned leaves of the requester.

Page 38: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 38 of 49

1.1.3 Tracking Leave Approval Process

This section describes how after applying for a leave, the leave requestor can track theapproval process of the leave request.

1. Login to the SAP Net Weaver portal.

The SAP Net Weaver Home page appears.

Figure 56: SAP Net Weaver Home page

2. Click the Tracking tab.

The SAP Net Weaver Home page (Tracking tab) appears. All the leave requests applied bythe employee are displayed in the list. The status of the applied leave is displayed in theStatus column.

Figure 57: SAP Net Weaver Home page (Tracking tab)

Page 39: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 39 of 49

3. Select the leave request for which you wish to track approval process.

Once selected its colour changes,4. Click the selected request.

The following screen appears.

Figure 58: History details screen

5. Click the View history details button.The following screen appears.

Figure 59: History details Overview screen

This screen displays the workflow of the leave request i.e. the details, such as:Processed By: Displays all the approvers involved in the workflowExecuted At: Displays when the request was processed by the approverAction: Displays all the actions involved in the approval process.

Page 40: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 40 of 49

Section 2 Leave Encashment

2.1 General Information

This section describes how an employee can apply for EEL leave encashment.Employees can apply for encashment of Earned Leave through ESS application. Encashmentof Earned Leave is admissible only once in a Financial year. System also checks the currentblock details of Earned Leave which is not admissible for encashment.

2.1.1 Applying for Leave Encashment

1. Login to the SAP Net Weaver portal.

The SAP Net Weaver Home page appears.

Figure 60: SAP Net Weaver Home page

2. Select Employee Self-Service .

The Overview screen appears.

Figure 61: Overview screen

Page 41: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 41 of 49

3. Select Benefits and Payment.

The Benefits and Payment screen appears.

Figure 62: Benefits and Payment screen

4. Select Leave Encashment Request.The Leave Encashment Request screen appears.

Figure 63: Leave Encashment Request screen

5. To view Time Account details, click the Show Time Accounts link.

The following screen appears. The screen displays details of the quota that the employee isentitled to avail. Time account details indicates the block wise EL quota has been creditedand subsequently used up on account of either by availing or encashment.

Page 42: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 42 of 49

Figure 64: Time Accounts Overview screen

6. Click Hide Time Accounts link to hide the time account overview section from the screen.7. To view Leave Encashment details, click the Show Leave Encashments link.

The following screen appears. The screen displays the leave encashment requests appliedby the employee and also the details of the request like Status, Days to be encashed, etc.

Figure 65: Applied leave encashment requests screen

8. Click the View link in the Notes column.The show the details as shown

When the request gets approved, the Approver id also appears on the screen.

Page 43: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 43 of 49

9. Click the ‘Leave Encashment Request’ present on the ‘Leave encashment overview’ screen.

. The following screen appears.

Figure 66: Change/Delete leave encashment request screen

10. To change or delete the already applied leave encashment request, click the Change

or Delete buttons accordingly.

11. To apply for a leave encashment, click Submit New Requestbutton.

The following screen appears.

Figure 67: Leave encashment submit screen

12. Enter details as described in the following table:

Field Name Description

Time Account From the dropdown list, select the time account

Leave EncashmentMethod

From the dropdown list, select the leaveencashment method

Days to beencashed

Enter the number of days to be encashed

Off- cycle payment Mark the checkbox(in case,offcycle) if payment willbe done in the middle of the month and if the

Page 44: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 44 of 49

checkbox is not selected, then the payment will bedone after the payroll run i.e. at the end of thepayroll period(regular).

Note for Approver Enter a note for the leave encashment approver

13. Click the Review button.The following screen appears.

Figure 68: Leave encashment (Review & Send) screen

14. Click the Send button.

The following screen appears. This screen displays the following message: Your requesthas been sent successfully.

Figure 69: Leave encashment (Completed) screen

After being sent to the approver,the leave encashment request has to go through an approvalworkflow. On completion of the approval process, the requestor gets a notification email.

Page 45: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 45 of 49

In case of Leave encashment, the request has to go through following two levels of approval:

Employee Payroll AdministratorFor steps to be followed to approve and track leave encashment request, refer to sections1.1.2 and 1.1.3 respectively.

Page 46: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 46 of 49

Section 3 Manager Self Service

3.1.1 Performing Time Related Activities in MSS

1. Login to the SAP Net Weaver portal as Manager.The SAP Net Weaver Home page appears.

Figure 70: SAP Net Weaver Home page

2. Select Manager Self Service .The Service Map screen appears.

Figure 71: Service Map screen

Page 47: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 47 of 49

3. Select the Overview tab.The Work Overview screen appears.

Figure 72: Work Overview screen

This screen displays the overview of Absence & Attendance through a Graphicalrepresentation.

- This sector of Pie chart displays the approved absences.

- This sector of Pie chart displays the attendance that has been maintained.

- This sector of Pie chart displays the half day absences maintained.

- This sector of Pie chart displays the absences that are in ‘Sent’ status and areneither approved nor rejected.

In the ‘Employee list’ dropdown list, the option:Directly Subordinate Employees means that the Head of an Organizational unit can viewthe details of the employees who are under him only in his organizational unit & sub units.All Employees means that the Head of an organizational unit can view the details of all theemployees in his organization units & sub units who are under him and also under otherheads of his sub units.

4. Click the Show Overview button.The Percentage details also become visible as shown below

This shows the working status of an employee.

Page 48: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 48 of 49

5. Click the Hide Graphic button.

The pie chart disappears from the screen.6. Click the Team option present under the ‘Detailed Navigation’

The following screen appears

Figure 73: Team Calendar

The screen displays the calendar for all the employees present in the manager’sorganizational unit, if the option ‘Directly Subordinate Employees’ is being selected.

Different colors in the calendar signify different conditions.The ‘Orange’ color indicates the current date.

Absent - It indicates the Full-day absences that have been approved through all thelevels.

Multiple Entries - Several half day or full day absences can exist for one day. So,this indicates the posted absences and requested leaves.

Sent - This indicates the leave requests that have not yet been approved. Thisincludes new requests and requests for changes to be made.

Deletion Requested - This indicates requests for absences to be deleted.This includes absences that have already been approved that an employee would like tocancel.

The period for which the calendar is to be viewed can also be selected.

On selecting the General Information under Employee Information the following screenappears.

Figure 74: Absence days of the selected employee

Page 49: User Manual ESS Time Management.doc - ESS MANUAL.pdf

BHEL – SAP HR/Payroll Implementation

User Manual Time Management Page 49 of 49

The calendar displays the absence days of an employee, since the employee is on study leaveso the period appears in ‘Yellow color’. The period of absence is also specified in the Periodblock.

The period for which the leave details need to be displayed can be selected from ‘Personalizesettings’.In this case, 2 years have been selected.

Page 50: User Manual ESS Time Management.doc - ESS MANUAL.pdf