Embed Size (px)
Citation preview
Employee Self Service User Guide
2
ESS USER GUIDE
/40
TABLE OF CONTENT
1. INTRODUCTION 3
2. HOW TO ACCESS THE ERP AND EMPLOYEE SELF SERVICES 4
3. HOW TO ACCESS YOUR ERP NOTIFICATIONS 5
4. HOW TO UPDATE YOUR PERSONAL INFORMATION 6
5. HOW TO GET INFORMATION ABOUT YOUR EMPLOYMENT, SALARY AND ABSENCE HISTORY 7
6. HOW TO INSERT YOUR EDUCATION AND QUALIFICATIONS IN THE SYSTEM 8
7. HOW TO UPLOAD A DOCUMENT IN YOUR DOCUMENT MANAGEMENT FILE 9
8. HOW TO FIND QF EMPLOYEES USING THE EMPLOYEE DIRECTORY 11
9. HOW TO UPLOAD YOUR PHOTO TO THE EMPLOYEE DIRECTORY 12
10. HOW TO REQUEST ERPRESPONSIBILITY ACCESS 13
11. HOW TO REVOKE ERP RESPONSIBILITY 15
12. HOW TO RAISE A CHILDREN EDUCATION REIMBURSEMENT REQUEST 16
13. HOW TO RAISE A REQUEST FOR ADVANCE AGAINST END OF SERVICE 18
14. HOW TO CLAIM FOR YOUR EXPENSE REIMBURSEMENT 19
15. HOW TO APPLY FOR LEAVE 21
16. LEAVE RETURN FORM 23
17. HOW TO MODIFY OR CANCEL YOUR LEAVE 25
18. HOW TO SET YOUR VACATION RULE BEFORE GOING ON LEAVE 26
19. HOW TO APPLY FOR A BUSINESS TRIP REQUEST 27
20. HOW TO KNOW YOUR THE DETAILS OF YOUR BENEFITS 29
21. HOW TO RAISE A REQUEST FOR BANK LETTERS 31
22. HOW TO RAISE A LETTER REQUEST FOR YOUR CURRENT BANK SERVICES 33
23. HOW TO RAISE A REQUEST FOR AN EMBASSY LETTER 34
24. HOW TO RAISE A REQUEST FOR A SALARY CERTIFICATE 36
25. HOW TO REQUEST A SERVICE CERTIFICATE 37
26. HOW TO REQUEST AN EMPLOYMENT CONFIRMATION LETTER 38
27. HOW TO REQUEST ARABIC EMBASSY LETTERS 39
28. HOW TO REQUEST “TO WHOM IT MAY CONCERN” LETTER 40
3
ESS USER GUIDE
/40
1. INTRODUCTION Welcome to the QF Employee Self Service User Guide. The Employee Self Service site is an Oracle ERP interface designed to assist QF employees in carrying out most of their requests to the HR Directorate. For today’s HR professionals, technology is proving an excellent tool to store employees’ information, administer their benefits, and communicate with them before, during, and after employment. The technology also allows for measuring HR service delivery, and accordingly how it may be improved. One of the QF HR strategic objectives is to utilize technology to make the shift to automating key HR processes, to control cost, have more process control, facilitate performance monitoring, and achieve greater employee satisfaction. The HR team is using licensed software (Oracle, ERP, etc.), internal networks, and the intranet, to achieve its HR automation strategic objective. From 2006-2009, the HR team was able to automate and enhance about 40 different HR tasks, services, etc. In 2009-2010, the number of HR automation deliverables exceeded 30 HR tasks including new developments and enhancements; 2013-2014 witnessed the automation of more than 50 HR services. Today, QF HR technology is implemented in manpower planning, recruitment, on-boarding, payroll, employee relations, learning, performance management, succession planning, and exiting. In response to QF’s continuous growth, the HR Directorate will continue to utilize technology and automating its services to better serve QF employees in a rapid and efficient manner. QF management will also continue tracking performance measurements and enhancing all business processes. This document is intended to help QF employees and new joiners to know how to use the Employee Self-Service, where you will find various applications related to your personal information, employees’ directory, leave requests, HR letters, pay slips, training requests, and many others that are essential for QF employees.
4
ESS USER GUIDE
/40
2. HOW TO ACCESS THE ERP AND EMPLOYEE SELF-SERVICES 1. Log on to the ERP through http://erp.qf.org.qa/OA_HTML/AppsLocalLogin.jsp
Then type your user name and password and click on “login” to connect to the Employee Self-Services:
2. Employee Self-Services
5
ESS USER GUIDE
/40
3. HOW TO ACCESS YOUR ERP NOTIFICATIONS You will find the history of all your ERP notifications when you click on “Notifications”, as shown below:
1. To see a specific group of notifications only (e.g. “Open Notifications”), click on the drop
down list and choose the type of notifications you want , then click “Go” ( as shown in the next screen shot)
2. To sort your notifications in ascending or descending order, click on “Sent” (as shown in the next screen shot)
3. To reassign the notification to another person, check the required notification and click on
“Reassign” as shown below
4. To open a notification, check the required notification and click on “Open” as shown below
6
ESS USER GUIDE
/40
4. HOW TO UPDATE YOUR PERSONAL INFORMATION In order to update your basic details, telephone number, local address, emergency contacts, and dependents, click on “Personal Information”, then update your information.
7
ESS USER GUIDE
/40
5. HOW TO GET INFORMATION ABOUT YOUR EMPLOYMENT, SALARY, AND ABSENCE HISTORY In order to get information about your employment, salary, and absence history: 1. Click on “My Information” as shown below:
8
ESS USER GUIDE
/40
6. HOW TO INSERT YOUR EDUCATION AND QUALIFICATIONS IN THE SYSTEM In order to insert your education and qualifications in the system: 1. Click on “Education and Qualifications” as shown below:
2. Click on “Add Qualifications” to start inserting the details:
3. Fill in all the mandatory fields such as the type of degree, study start and completion date, the status and institution name, then click on “Next” as shown below:
4. Click on “Add” to upload your educational certificate then click on “Submit” to insert your education information in the system as shown below:
9
ESS USER GUIDE
/40
7. HOW TO UPLOAD A DOCUMENT IN YOUR DOCUMENT MANAGEMENT FILE 1. Click on “Document Management” under “QF Employee Self Service”
2. Click on “Create Document” to upload your documents, such as your passport, Qatari ID, etc.
3. Insert “%” sign in the “Document belongs to” field, then click on the torch icon 4. Choose the name of the person to whom the document belongs (yourself or one of your
dependents) 5. Click on “Quick Select” to select the name
See next page for further steps >
10
ESS USER GUIDE
/40
6. Write the first few characters in the document type field (such as “pass” for passport, “Qat”
for Qatari ID), then click on the torch to select the type 7. Fill in all the mandatory fields such as the type of document, document number, validity date
etc. 8. Attach the required document 9. Then click on “Apply” to finalize uploading your documents
11
ESS USER GUIDE
/40
8. HOW TO FIND QF EMPLOYEES USING THE EMPLOYEE DIRECTORY Employee Directory is the way to find and know more information about your colleagues’ contact details, reporting manager, duty status (on duty or on leave), and location. 1. Click on “Employee Directory” to search for an employee
2. Type the employee name then click on “Go” as shown below
3. You will get all the required information about the employee as shown below:
12
ESS USER GUIDE
/40
9. HOW TO UPLOAD YOUR PHOTO TO THE EMPLOYEE DIRECTORY You can also upload your photo to the Employee Directory by typing in your name, then press “Go” as shown in the screen shot below:
1. Click on “Add/Delete Personal Photo” as shown below to upload/delete your photo:
2. Click on “Browse” to choose the photo file, then “Preview Photo” to complete the uploading process:
3. Click on “Apply” to transfer your photo to the main page:
13
ESS USER GUIDE
/40
10. HOW TO REQUEST ERP RESPONSIBILITY ACCESS 1. Click on “Request ERP Responsibility”
2. Click on “Add” to fill in the request form
3. If you are requesting the ERP access for yourself, you will find your name appears first by
default 4. If you want to apply for another employee, click on the torch and select the required name
from the list as shown below:
See next page for further steps >
14
ESS USER GUIDE
/40
5. Choose the required responsibility from the drop down list
6. Click on “Apply” to proceed with your request 7. The request will follow the approval cycle and you will receive an ERP notification confirming
your request.
15
ESS USER GUIDE
/40
11. HOW TO REVOKE ERP RESPONSIBILITY If you want to revoke ERP responsibility from yourself or others: 1. Click on “Revoke ERP Responsibility” as shown below
2. Click on “Add” to start filling in the form
4. Click on the “Requesting For” torch to select the name of the employee from whom you
want to revoke the responsibility 5. Once you select the name, the drop down list of “Responsibility” will show the list of
responsibilities assigned to the selected person. Choose the responsibility which you want to revoke
6. Insert an end date, reason for revoking, and any comments (if you want) 7. Click on “Apply” to proceed with your request:
16
ESS USER GUIDE
/40
12. HOW TO RAISE A CHILDREN EDUCATION REIMBURSEMENT REQUEST To request reimbursement of school invoices: 1. Click on “Children Education Reimbursement Request” 2. Click on “Add” to fill in the request details:
See next page for further steps >
17
ESS USER GUIDE
/40
3. Fill in the child’s name 4. Choose the school name from the drop down list 5. Fill in the grade, payment type, and amount fields 6. Click on “Apply” to proceed
7. Choose your new request, then click on “Next” as shown below:
8. Click on “Add” to attach the school invoice in order to proceed with the request
9. Click on “Submit” after attaching the invoice to reach ERW as shown below:
18
ESS USER GUIDE
/40
13. HOW TO RAISE A REQUEST FOR ADVANCE AGAINST END OF SERVICE If you have completed three years at QF and want to raise a request for advance against end of service: 1. Click on “Advance against End of Service” in the Employee Self Service menu:
2. Read the TIP carefully 3. Fill in the “Disclaimer” and “Comment” fields 4. Click on “Apply” to proceed with the request
19
ESS USER GUIDE
/40
14. HOW TO CLAIM FOR YOUR EXPENSE REIMBURSEMENT If you want to request a reimbursement for a work-related expense:
1. Click on “Add” to fill in the request form
2. Confirm the Disclaimer by choosing “I agree” from the drop down list as shown below:
See next page for further steps >
20
ESS USER GUIDE
/40
3. Choose the expense type by inserting a “%” sign in the field and clicking on the torch to open the available list
4. Insert the expense amount 5. Choose the currency from the drop down list 6. Insert the date of expense 7. Click on “Apply”
8. Click on “Next” to proceed with the request
9. It is very important to attach the invoices and supporting documents by clicking on “Add” 10. After attaching the supporting documents, click on “Submit” to get the required
approvals and ensure your request is processed
21
ESS USER GUIDE
/40
15. HOW TO APPLY FOR LEAVE
In order to apply for leave:
1. Click on “Leave Application” in the Employee Self Service
2. Click on “Create Leave Request “to fill in the leave details on the next page:
3. Fill in your leave type if it is annual, sick, etc. 4. Fill in the start and end date of your leave 5. The system can calculate the number of days taken if you click on “ Calculate Duration” 6. If you want to delegate another employee during your absence where he/she can
approve the ERP requisitions on your behalf, fill in the “Delegate Employee During Leave” field by choosing the employee from the list See next page for further steps >
22
ESS USER GUIDE
/40
7. If you need an exit permit, click on “Exit Permit Required” and insert the departure date. In this case you need to make sure that your Qatari ID has been uploaded through Employee Self Services.
8. Click on “Next” after filling in all the required information to process your leave as illustrated below:
23
ESS USER GUIDE
/40
16. LEAVE RETURN FORM After returning from your leave, you need to report it on the system through the “Leave Return” application otherwise the system will send a notification to you and the management that you are still on leave. To report your leave return: 1. Click on “Leave Return” on the Employee Self Service menu
2. Click on “Add” to fill in the details:
3. Click on the drop down menu for “Leave”, and choose your already taken leave 4. Click on the drop down menu to select the “Last day of leave” 5. Click on “Apply”
See next page for further steps >
24
ESS USER GUIDE
/40
6. Click on “Next” to proceed:
7. You will be transferred to the review page where you can add an attachment for the approver (if you want)
8. Click on “submit” to finalize the application
9. You will receive a confirmation for your application as shown below.
25
ESS USER GUIDE
/40
17. HOW TO MODIFY OR CANCEL YOUR LEAVE In order to modify or cancel your leave: 1. Click on “Leave Modification/Cancellation” on the Employee Self Service menu
2. Click on “Add” to fill in the request as shown below:
3. Click on the drop down list in the “Leave” field to choose the leave that you would like to modify or cancel
4. Choose the action (whether a modification or a cancellation) from the drop down list 5. Insert the new start and end date 6. Click on “Apply”
26
ESS USER GUIDE
/40
18. HOW TO SET YOUR VACATION RULE BEFORE GOING ON LEAVE If you are going on leave and you want to divert all the ERP notifications to the delegated person: 1. Click on “Vacation Rules” in your QF Employee Self Service as shown below:
2. Click on “Create Rule” as shown below:
3. Choose an item type, which type of notifications you want to delegate, from the drop down list
4. Click on “Next”
5. Insert the start date and end date of your leave, or the delegation dates 6. Insert the delegate name in the “Reassign” field 7. Click on “Apply”
27
ESS USER GUIDE
/40
19. HOW TO SUBMIT A BUSINESS TRIP REQUEST
If you are going on a Business Trip, access the Employee Self Service to raise a request: 1. Click on “Business Trip Request”
2. Click on “Add” to start filling in the request:
See next page for further steps >
28
ESS USER GUIDE
/40
3. Choose the “purpose of travel” from the drop down list, whether it is Training or Business 4. Choose the “destination” from the drop down list 5. Fill in the actual event duration excluding the travel dates 6. Fill in the departure date, return date, and trip details 7. Choose the mode of travel from the drop down list whether by car or by air 8. Choose whether the accommodation is arranged by a host organization or by you 9. State if you require a visa or not
10. State if you require an exit permit or not 11. Click on “Apply” to proceed with the request
29
ESS USER GUIDE
/40
20. HOW TO KNOW THE DETAILS OF YOUR BENEFITS You can generate a report from Employee Self Services with all the benefits that you currently have, your pay slip, and appraisal training needs that you have inserted in the system. 1. Click on “Benefits” or “Pay Slip” to view the report
2. You will be able to see details of your benefits as shown below:
See next page for further steps >
30
ESS USER GUIDE
/40
3. To find your pay slip information, choose first the “Period Year” and “Period Month” to generate the related information
4. By clicking on “Appraisal Training Needs”, you will be able to find the training needs that you inserted in the appraisal system as shown below:
31
ESS USER GUIDE
/40
21. HOW TO RAISE A REQUEST FOR BANK LETTERS If you need a letter to open a bank account: 1. Click on “Bank Letters” in the Employee Self Service
2. Click on “Add” to fill in the details:
3. Insert “%” in the Bank Name field then click on the torch to search for the bank name
See next page for further steps >
32
ESS USER GUIDE
/40
4. Choose the bank you require and click on the “quick select “icon as shown below:
5. Select the type of letter you want 6. Type in the account number if you are selecting letter “Type 3” 7. Click on “Apply”
33
ESS USER GUIDE
/40
22. HOW TO RAISE A LETTER REQUEST FOR YOUR CURRENT BANK SERVICES If you want a letter to request a specific service from your current bank or a ‘no objection’ letter from your current bank to transfer your salary to a new bank: 1. Click on “Current Bank Services”
2. Click on “Add” to fill in the required details
3. Choose the type of letter that you want and click on “Apply”
34
ESS USER GUIDE
/40
23. HOW TO RAISE A REQUEST FOR AN EMBASSY LETTER If you need a letter for a specific embassy: 1. Click on “Embassy Letters” in the Employee Self Service as shown below:
2. Click on “Add” to fill in the request details:
3. Insert “%” in the “country” field then click on the torch to choose the country name
4. Click on “Quick Select” in front of the desired country name
See next page for further steps >
35
ESS USER GUIDE
/40
5. Choose the reason for travel from the drop down list
6. Choose the “Letter Type” from the drop down list 7. Click on “Apply” to proceed with the request
36
ESS USER GUIDE
/40
24. HOW TO RAISE A REQUEST FOR A SALARY CERTIFICATE To raise a request for a salary certificate: 1. Click on “Salary Certificates” on the Employee Self Service:
2. Choose the type of letter you want, then click on “Apply” to proceed
37
ESS USER GUIDE
/40
25. HOW TO REQUEST A SERVICE CERTIFICATE Service Certificates are given to employees resigning from QF. If you want to request a service certificate: 1. Click on the link provided in the Employee Self Service as shown below:
2. Click on “Add” to choose the letter type
3. Choose the letter type then click on “Apply” to proceed:
38
ESS USER GUIDE
/40
26. HOW TO REQUEST AN EMPLOYMENT CONFIRMATION LETTER Only confirmed employees can request an Employee Confirmation Letter through the Employee Self Service as shown below:
1. Click on “Add” to start the request:
2. Choose the “Letter Type” then click on “Apply”
39
ESS USER GUIDE
/40
27. HOW TO REQUEST ARABIC EMBASSY LETTERS If you are going to travel and need an Arabic letter for the embassy: 1. Click on “Embassy Letters” in the Employee Self Service
2. Click on “Add” to start filling in the form
3. Fill in the country name, reason for travel, and the type of required letter
4. Click on “Apply” to proceed with your request
40
ESS USER GUIDE
/40
28. HOW TO REQUEST A “TO WHOM IT MAY CONCERN” LETTER If you need a “To Whom It May Concern Letter”, request it from the Employee Self Service as shown below:
1. Click on “Add” to start filling in the form
2. Choose the type of letter you need
3. Click on “Apply” to proceed with your request
