user manual - essmss

8/3/2019 User Manual - ESSMSS

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User Manual : ESS/MSSThe login is accessible through http://greaveserp.com.
http://greaveserp.com/http://greaveserp.com/http://greaveserp.com/


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Login screen for ESS/MSS. Preferably store the link as a favorite. Please notethat Internet Explorer is must for running ESS/MSS.

Enter the user name and password, In case if you were entering the portal for thevery first time, you would be required to change your password.


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The opening screen for ESS/MSS which displays the universal worklist(UWL) forthe user.


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Quick MenuEmployee Search

Benefits and PaymentsTravel and Expenses

Working TimePersonal Information

Section 80/80 C DeductionsLearning Solution

AppraisalManagers Self Service


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Employee Self Service menu

The employee self-service has the tabs Employee search, Benefits andPayments, Travel and expenses, Working time and personal information.

Employee Search

The above screen gets displayed if you choose employee search, which allowsyou to search for an employee across the company. At present user is not

allowed to change his own data.


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Enter the search criteria i.e. the first name or/and the last name

Click on search the results

Sample output of the search results screenBack to Quick Menu


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Benefits and payments

Click on Salary statement

This would appear only if the salary has been processed and exited

Click on the (printer icon to print the salary statement). One can also clickon the

(save) icon to save the file.


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Click on Form 16 and view your Form 16. Acrobat 8.0 is essential to view the

report.


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Claim advances

The process for medical as well as LTC claims is same.Using this one can apply only for claims at present and not for advances.Click on icon

Select the Reimbursement type i.e. Medical/LTC Enter the claim value and notefor approver and Click Apply


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Screen once the user applies, click on send

The universal worklist at the MSS User console

Launch WebDynpro by clicking here

Click the desired

approval and then

launch Webdynpro


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The screen at the MSS User


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Click on the small black arrow at the begin of the employee code

Approve from the

dropdown menu

Type in the taxable

amt


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Click on approve all and then review

Click on save

records


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Now the HR Administrator has to login in his SAP R/3 id and choose HumanResources--->Payroll--->Asia Pacific--->India--->Utilities--->Claims

Chose list of claims/advance request

Tick claims, Click on execute

Enter the request date


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The required records would be displayed

Now Choose update advance/claims request status

Tick claim, Click on execute

Enter the date


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Choose the desired record which has to be updated, click onchange the partially approved records to approved and then click on

Choose Infotype update after approved claim request

The effect of this transaction will appear in the payroll for the period processed.The process for LTC is exactly same except that the process date should begreater than the end date of the LTC.Back to Quick Menu


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Travel and Expenses

Shows all the trips/expenses at a glance

The trips can be changed, copied and deleted


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Create Travel Request

Click on review to review the changes and check for any errors. In case if thecost is to be debited to some other cost, please change the cost assignmentalso.One can also add any advances if required by clicking on edit advances

Choose save to save the request or save and send to save the travel requestand send it to your approver.


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The above screen is displayed, click on Display form to display the travel requestform


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This request will now go to the approver and seek his approval.

At the MSS User console

MSS User has to click

on the travel request


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The MSS User can either approve it, send for corrections or reject it altogether

The MSS User has sent it back for some corrections. This is at the ESS User

console

As the ESS user, he can either resubmit at a future date, forward

The ESS User can also reopen this and change/delete it.


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Click on delete

In case if the trip was approved and once the date of trip has gone by, one cancreate a travel expense report by choosing Create Travel Expense Report fromMy Trips and Expenses

Click the trip no and then click on Create Travel Expense report

Click to delete the

request

Click for travelexpense report


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Choose the trip Domestic or international and apply

Fill in destination of the trip(compulsory), change cost assignment if any, and editadvances. Record expense details for recording itemwise description of theexpenses.


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Fill in the required details and click on to check whether the entry iscorrect or not. Please note that the daily allowances for an executive according tohis category are fixed into the system and a hard error will occur if the employeetries to charge more than his entitlement for eg.


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Soft error in case of miscellaneous expense

In case of hotel and meals only a soft error will occur which would be however

allowed by the system. Once an entry has been entered click on toproceed with the next entry.


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Click on review to complete the report


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Click on Save to Save only and Save and Send to save and send it for furtherprocessing

Click on Display form to display the form in PDF Format


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This expense report will again to the approvers mailbox for his approval. He hasto click on Approve trip to approve the trip.

In case if expense report is without a plan, then choose Create Expense Reportonly.


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For posting to accounting entries, the finance person has to Click on HumanResources->Travel Management->Travel Expenses->Period Processing->PREC-Settle Trips

Enter the required fields (encircled) and click on execute


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The trip has been settled

Click PRFI-create posting run


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Again enter the required encircled fields and click on execute


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The trip has been settled and posted into accounts books

The travel expenses for the trip are now posted as seen from the above entry

Back to Quick Menu


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Working Time

Leave request

Choose the type of leave required, choose the date from and type in a note to the

approver.


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Send the note to the approver.

Screen for the note sent to the approver


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The calendar will change to pink meaning note sent to the approver. It willchange to blue once the leave is approved.


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(For approver only) The above message will appear in the approvers worklist.The approver can either approve or reject it.

Sample screen


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Approver can type in a note and then click on Review


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Click on Approve Request

Approver can send his note back too.


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Sample screen for the CL,PL,SL at a glance before approval.

After approval, the PL balance gets updated.


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ESS applies for C/L

Send a note to the approver and then click on reviewThe tasklist at the MSS console


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In case if the approver wants to rejects the CL, click on Ram Nayaks LeaveRequest

Click on reject


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Type in a note and then Click on review

Click on Reject Request


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Message for the MSS User

Click here to see the rejected leaveTasklist at the ESS console


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Team calendar for the entire group


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ESS User can delete his approved leave request also. Color will change to redafter deletion is requested. Choose delete and submit. The MSS user can clickon the tasklist to approve his deleted request.


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Personal information

Click on addresses and edit the changes


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Click on bank changes and edit the changes

Click on Family member/dependents and edit the changes if any


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Click on personal data and edit the changes if any.

Click on personal id and edit the changes if anyBack to Quick Menu


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Section 80/80C Deductions

Section 80 details. Click on change the details.


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Edit the amounts and click on and save.


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Changes have been reflected in R/3


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80c deductions screen, click on change to make the changes


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Make changes and click save. It is reflected in SAP R/3Back to Quick Menu


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Learning Solutions

By using this, the user can book participation for an event. Click on the coursecatalog. Click on the Personal Skills Development Workshop


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At the bottom of the screen, there is an option to register for the course. Click onit.


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Brief information about the course would appear, click on Request Participation.A message comes as follows to confirm participation

Click Ok to proceed further.


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A confirmation screen appears


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For MSS User

Approve participation comes on the screen waiting for approval.

The MSS User can approve/reject participation. If Approve is selected, the

following screen appears


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Once approval is done at the MSS User side.


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The learning solution screen displayed at the ESS user

Now suppose, the user would like to cancel his participation for the course, thenhe has to click on the course name and then click on the tab below

A confirmation screen appears

Click Ok to proceed further.


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Cancellation confirmation

The above screen would appear. The Booking cancellation requested woulddisappear once the MSS User approves the booking cancellation.


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At the MSS User universal tasklist the following screen appears

Click on Approve Cancellation


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The MSS User has approved cancellation


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The learning solution screen once the MSS User approves the cancellation

The line record for the workshop has now disappearedIt may also be possible that MSS User can reject participation of the course.

MSS User can also reject participation of the user.


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Please note that if the MSS user does not approve/reject participation of the userby a due date, then the participation is automatically considered booked.


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Click on My training activities to have a look at the training activities

Back to Quick Menu


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AppraisalThe steps are like this

ESS User(Appraisee) creates an appraisal document and send it to MSSUser(Appraiser) for his approval. The BG/Unit heads name and the HRadministrators name must be mentioned in the document

Appraiser reviews the appraisal document

During mid-year review, the appraiser fills up the mid-year feedback andsends it to the appraiser

Appraisee self-appraises himself and sends the document to his appraiser

Appraiser gives the final score, saves it to see the final score and sends itto the BG/Head or the Regional Manager

Regional Manager gives a score and send the document to the HRAdministrator

HR Administrator gives a final score to complete the appraisal cycle

Opening screen for Appraisal

Choose appropriate template from the drop-down box templates and then clickcreate


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Enter the validity period

Choose the reviewer and the HR administrator

In the text box, type the name or wildcard and then submit, a list appears as

shown at the extreme right, click on to transfer the name. Pleasenote that this process is very importantClick on Define Objective to define the objectives


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Enter the job responsibilities and objective in the text box


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The appraisee has to fill in the job responsibilities and the KRAs for himself.

Click on to forward it to the appraiser. The weightages areto be filled up by the appraiser.


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Note: The MSS User has to click on the Appraisal tab in his login and not on theuniversal tasklist to make corrections in the appraisal.

Click on the Appraisal Document name to open the appraisees KRA.


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The above screen appears, MSS user can review the changes and give theweightages also. Please note that in case objectives are not filled, use the delete

button to remove the objective. This is mandatory.


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The appraiser can edit/delete the set objectives and the weightages. Theappraiser has to click on review.The document will be in the inbox of the appraiser. Once the mid-year feedbacktime comes, the appraiser has to open the KRA form, fill-in the mid-year

feedback and send it to the appraisee(employee) by clicking on

Mid year feedback


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During midyear, the appraiser clicks on the appraisal template and does the midyear review of the appraisee.


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Sample screen for mid year feedback


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The appraisee has to click on open and then click on the appraisal template.

Self-appraisal screen to be filled in by the appraisee

The users have to self-appraise him and then click on to exit.


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This comes back to the appraiser who fills in the final scores and clicks on save.The final scores are displayed, after which the appraiser has to click on

to send it to the BG/Unit head.

Final marks


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The KRA now goes to the regional/unit head

BG Head screen for part appraisal


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The BG Unit Head has to fill in the final scores from the drop down list only andwould not be able to change any other objective/score.

Once the final score is entered, the BG Head has to click on toclose the part appraisal and send it to the HR Administrator

The HR administrator has to choose and then choosethe document

No changes can be done and the HR administrator has to login using


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Enter the final grade and click on

The screen at the user side

The appraisal cycle is now complete.Back to Quick Menu


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Managers Self Service

Shows the universal worklist of the MSS User

Second screen showing the attendance details and date of births within the team


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Click on General information to have an overview

Back to Q ick Men

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