SAP HR ESS Employee Self Service Manual

7/15/2019 SAP HR ESS Employee Self Service Manual

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R/3®

System

SAPEmployeeSelf-Service

Human Resources



SAP AGq

Neurottstraße 16q

69189 Walldorfq

Germany



©Copyright 1999 SAP AG. All rights reserved.

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Design: SAP Communication Media

SAP Employee Self-Service · September 1999



Contents

iii

Contents

SAP Employee Self-Service .................................................................................................................................... 1

Product Overview ..................................................................................................................................................................................2

Underlying Technology ...........................................................................................................................................................................3

Integration with R/3 ..............................................................................................................................................................................3

Sample Process: New Hire Data..............................................................................................................................................................4

Sample Process: Time Sheet (CATS) ....................................................................................................................................................... 5

Sample Process: Whos Who ..................................................................................................................................................................5

Sample Process: Skills Database ............................................................................................................................................................6

Detailed Function list .............................................................................................................................................................................. 6

Office .................................................................................................................................................................................................... 6

Index ................................................................................................................................................................ I-1



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1

SAP Employee Self-Service

SAP Employee Self-ServiceUsing SAP’s comprehensive EmployeeSelf-Service (ESS) solution, you provideyour employees with a user-friendly,Web-based workplace where they canperform many of their daily tasks. Fromemail to traditional self-service, fromplanning to routing requests via work-flow, SAP ESS enriches your companyIntranet so that it is an effective tool.

Intranets are commonplace in compa-nies now, so the challenge you face isto ensure that your company Intranetis a strategic asset. A strategic Intranetis one which effectively manages theflow of information within your com-pany, connects people and businessprocesses, adds value to your compa-ny data and provides your employeeswith a comprehensive tool for perform-ing many of their daily tasks. A strate-gic Intranet empowers your employees

and relieves your human resources staff from tedious administrative tasks.

SAP ESS offers you the opportunity to develop a strategic Intranet by managingthe flow of information within your company. Many of SAP’s ESS applicationsare workflow-enriched. Our solution ensures that the right people get the rightinformation at the right time.

SAP ESS takes tasks to their source by enabling your employees to enter and main-tain their own human resources information in the Intranet, instead of relying onhuman resources clerks to do so. Your employees take responsibility for a broadrange of their own data, ranging from personal information to travel expenses,time recording to training enrollment.

SAP ESS adds value to your company’s Intranet by enabling employees to lookup details of other individuals in your company, and ensure that requests for in-formation are routed to the correct people. Employees can view another’s contactdetails, calendar and organizational chart in order to arrange meetings, route re-quests and source the correct contact people.

SAP ESS provides your employees with a comprehensive tool for using email,initiating workflow, researching information, entering and changing personaldetails and performing various tasks such as entering travel expenses and record-ing time. SAP ESS creates an Employee Workplace, where your employees do notmerely enter data on casual basis, but which they use as a tool in their daily work.

Enrich your companyIntranet

Turn your Intranet into astrategic asset

Manage the information flow

Take tasks to their source

Add value to your companydata

Create a workplace for thefrequent user

Empower your employeesand save money

You empower your employees by enabling them to enter their own data directlyinto R/3 via a user-friendly Web interface. You use your company Intranet to inte-grate employees into the human resources (HR) equation without expensive train-

ing. And in doing so, you save time and money and free your human resourcesstaff from the administrative treadmill of paperwork and delays.



2


SAP ESS encompasses a number of state-of-the art innovations that enable youremployees to access the right information at the right time from anywhere in theworld. The ESS scenarios are employee-dependent, so that a US employee will logon and receive US-specific information, a Canadian employee will receive Cana-dian-specific information, and so on.

Your Intranet reflects your company. By using SAP ESS as the portal to your com-pany Intranet, you provide a slick, effective service to your employees that reflectstheir value to you. SAP ESS offers personalization options where your employeescan change the look and feel of the Intranet to suit themselves.

The Intranet is an effective means to reach a widely dispersed employee popula-tion. Your employees can access it from a desktop computer, a centrally locatedkiosk or even from a remote location. All they need is a Web browser. Whetheryou are a global company, or a more mid-sized concern, SAP’s ESS provides youremployees with round-the-clock access to their human resources information.

Employ SAP ESS as yourIntranet portal

Around the world, all day,every day

Manage corporateknowledge and data

Exploit the opportunity SAP ESS provides to manage knowledge and data effi-ciently. Enable your employees with a tool that adds value on a daily basis. Pro-

vide your employees with a window on your company that enhances their senseof value.

Invest in SAP ESS and watch your returns multiply!

Product Overview

Ease to use SAP puts ease-of-use first, ensuring that the ESS scenarios use only the basic R/3data necessary. The information is presented in a straightforward format, with aprofessional, appealing design, so that employees have the data they require attheir fingertips. Navigation is simple and orientates the user.

Adaptable SAP ESS employs adaptable templates, which you can customize to match the

look and feel of your company’s Intranet. You can delete and add fields, changethe contents and design, add graphics and make extensions to the navigation. Youcan also deactivate any of the services that are not relevant to your company’s

business, or you can add your own services. Use the flexible SAP ESS navigationframework to add other services and Web applications into the SAP ESS menu,providing a single user interface for your employees.

Country support



3


SAP ESS is easy to implement, with a feasible three-week implementation periodif the underlying SAP applications are already in place. There is practically nocustomizing necessary once the SAP HR applications are set up.

Underlying Technology

Easy to customize

The Employee Self-Service applications are part of SAP’s Internet solution strate-gy and overall Business Framework concept. SAP’s overall Intra- and Internetstrategy is based on the Internet Transaction Server (ITS).

SAP provides country-specific functionality, so that German employees can changetheir addresses using the German address format, while US employees changetheirs in the American format. SAP ESS already supports a number of languages,so that employees logging on in German, English, French or Japanese view thescenarios in the language of their choice.

SAPs Internet concept

Integration with R/3R/3 running onlineSAP delivers SAP ESS as part of the standard R/3 system. An Internet Transaction

Server (ITS) which runs in front of the R/3 system connects the R/3 applicationserver with one or more Web servers, bringing R/3 content to the Intra-/ Internet.

Copy, adapt and goAlso delivered as part of R/3, is a tool to maintain ESS users. It incorporates anESS-specific authority profile. All you need to do is copy the activity group, mod-ify where required, and your employees are then ESS-enabled. This ESS user isconnected to an individual R/3 user, so that each employee can only change his or

her own data. The updated or new information is saved directly to the R/3 database.

ESS users, known as Enterprise HR (EHR) users, are not expensive, so you caneasily enable your employees to take advantage of R/3 functionality via youralready existing Intranet.

The ESS solution comprises scenarios from the following R/3 application compo-nents:

u Benefits

u Office

u Recruitment

uPersonal Administration

u Time Management

u Training and Event Management

u Travel Management

u Qualifications



4


Your company has hired 20 new employees. As an HR administrator, it is your jobto ensure that all new hire data is entered into the R/3 system. However, it isextremely time-consuming for you to enter the data of all the new employees.Now with SAP ESS, when your new employees log on, they find a message intheir office inbox prompting them to enter their own data in the New Hire Dataservice. They select the service, and are guided through each of these screen-by-screen:

u Address

u Bank Information

u Emergency Address

u Family Member/Dependents

u Tax Withholding ’W-4’ (US-specific)

SAP ESS also harnesses workflow functionality. In the Leave Request scenario, forexample, an employee submits a leave request, which starts a workflow. The leaverequest is routed to the manager’s inbox, who can then decide whether to ap-prove or reject the request. If the manager approves it, the record is stored on theR/3 database, and the employee receives a message in his or her inbox. If themanager rejects the request, the employee also receives a message. The employeecan then react according to the manager’s response by either canceling the leaverequest or postponing leave until another time. These workflow-enabled transac-tions ensure that your processes are streamlined and are always properly routedfor approvals, without additional intervention and maintenance.

Sample Process: New Hire Data

This highly streamlined, automated process means new hires can enter data at atime and pace suitable to themselves, and you can use your time more construc-tively.

Put SAP Business Workflowto use

Streamline processes



5


Sample Process: Time Sheet (CATS)Automate data flowsSusan Miller is an employee who wants to record her working times. She accesses

your company Intranet and selects the SAP ESS service Cross Application TimeSheet (which is the web-enabled user interface for CATS). She enters the absenceor attendance type, the cost centers to which the hours should be billed and thenumber of hours worked. She can either use the default values proposed, or thesearch function, to assist her in entering this information.

Susan saves her work times in the current system and may release them immedi-ately for approval and further processing, or save the times and return later torelease them then. The times can then either be routed for approval with or with-

out workflow or be transferred directly to the target applications.

Encourage employeeresponsibility

By offering your employees the opportunity to record their own working timesdirectly in R/3 via the Intranet, you significantly reduce the amount of time andeffort spent by administrators. You also empower your employees by enablingthem to take control of and responsibility for their own data.

Sample Process: Whos WhoPromote internalcommunication

Yours is a fast-growing company that has also recently undergone a merger. Youare a training coordinator and you need to arrange a meeting with all the peoplein the newly formed company who are responsible for developing course curric-ulums. You have their names, but not their contact details nor when they will be

available. Using the SAP ESS service Who’s Who you can call up information onvarious individuals, including checking their calendars to make sure they are avail-able, and looking up their telephone numbers, places of work and photographs.You can also view their organizational charts to make sure that they are the appro-priate people to invite to the meeting. You can arrange a meeting at a location thatis convenient to all.



6


Sample Process: Skills DatabaseManage corporate

knowledgeYou are a consulting manager who constantly has to source skills for various con-sulting projects. You have a large team, with a wide variety of skills. In order toensure that you select the right consultants for the right projects, you encourageyour staff to enter their skills in the SAP ESS Skills Database. You then scan thedatabase in R/3 in order to help you make your selections.

Detailed Function ListSAP provides a tightly integrated suite of self-service applications where employ-ees can display and edit information without sophisticated R/3 knowledge andtraining. The R/3 screens are reduced to their essentials. When employees deleteor change data, the old human resources data is not lost. It is kept so that youradministrators can make full historical evaluations.

The SAP ESS services are grouped into service menus for ease of navigation. Someservices enable employees to display their data, while others enable the directchange of data. Certain scenarios trigger approval steps, and make use of work-flow functionality to direct approval requests to the correct person.

Officeu Office

Employees can display their SAP office inbox, with email and work items.They can display the work items to be executed as workflow steps and proc-ess these. With the availability of the SAP office inbox in ESS, all employeescan take part in workflow. This enables all of your employees to take part inelectronic business processes and allows you to extend the automated por-tions of your business processes.

u Who’s Who

The Who’s Who service supports internal communication by enabling em-ployees to locate basic information about individuals within your company.Employees can look up the contact details and calendars of other employees.

They can access and change their own contact details and calendars. From

Avoid costly training



7


Who’s Who they can also navigate to the Organizational Chart to check indi-viduals’ organizational assignments. They can also call other employees di-rectly from the Who’s Who by selecting the telephony icon.

u Calendar

Employees can maintain their own calendars, and look up the calendars of otherpeople.

Time Managementu Time Sheet (CATS)

This supports decentralized time recording, as employees can enter and dis-tribute their own work times. They can display a worklist, enter and savetheir work times and submit these work times for approval.

u Leave Information

Employees can display an overview of the current status on their leave enti-tlements. There are various options they can check, including specific leaveremaining and leave already approved.

u Leave Request

Employees can check how much leave they have available, and request leave.Managers then approve or reject the request. Employees check the result of their request (whether it is approved or rejected) in their integrated inboxes.This whole process is managed via workflow. Employees can also cancel aleave request.

u Time Statement

Employees can display and print out an overview of their time balances. Theycan check how many hours they have worked in the current or in a previouspayroll period.

u Work Schedule

Employees can view their current work schedules.



8


Travelu Expense Reports

Employees can enter their travel expenses online in ESS. They can display alist of their trips and costs. The Expense Report service contains all the func-tions of the travel expense manager in R/3, including enabling employees toenter their trip data, and then transfer it to R/3 for trip costs recording. Theservice includes all R/3 checks, including the cost center check for the costdistribution of an expense receipt.

Benefitsu Benefits Inquiry

Employees can check which benefits plans they are currently enrolled in. Theycan also set key dates and check their past benefits plans.

u Open Enrollment/Mid-year Adjustments

At Open Enrollment, employees can plan their enrollment choices. They canselect plans, and choose options, coverages, contribution amounts, depend-ents and beneficiaries. They can check if their selections are consistent withcompany policy and find out if evidence of insurability is necessary.



9


Purchaseu Purchase Requisition

This links to SAP’s Business to Business Procurement component, where em-ployees can order equipment and supplies. They can browse through productcatalogs to make their buying decisions.

Jobsu Job Opportunities

Employees can research job opportunities at your company, and apply for

jobs at the click of a button.u Application Status

Employees can track the status of their job applications.

Paymentu Employment and Salary Verification

Employees can request a report verifying their employment and salary de-tails, and fax these directly from your Intranet to a third party such as a bankor mortgage company. This is a US-specific service.

u Paycheck Inquiry

Employees can display their remuneration statements.



10


Personal Informationu Address

Employees can maintain their address information. This covers a number of address options, including permanent, temporary and home address.

u Bank Information

Employees can maintain their bank information for the direct deposit of pay-checks and expense reimbursements.

u Emergency Address

Employees can maintain a contact address for emergency situations.u Emergency Contact

Employees can maintain the details of an emergency contact person.

u Family Member/Dependents

Employees can maintain information on their dependents and family mem- bers.

u New Hire Data

This guides a new hire step-by-step through a chain of screens. The new hirecan only change data in this scenario until the first payroll run. After then, thenew hire must maintain the information in the relevant ESS scenario.

u Tax Inquiry (Canada)

Canadian employees can display their tax information.

u Personal Data

Employees can display and change their personal data.

u Tax Withholding (’W-4’)

Employees can maintain the information used to withhold the correct amountfrom their salary for tax purposes. This is a US-specific service.



11


Training and Event Managementu Book Attendance

Employees can make bookings for courses or events.

u Calendar of Events

Employees can display the details of the training courses and business eventsavailable in your company.

u Cancel Attendance

Employees can access the calendar of events, find the event for which they are

booked and cancel their bookings.u List of Booked Events

Employees can access information – such as date, time and content – on courseand event bookings that they have made. They can also view their traininghistory.

Skillsu Skills Database

Employees maintain their skills in a database within ESS. Managers sourcestaff for jobs or project placement by scanning this database in R/3.

My ESSu My Preferences

Employees define some of the settings for their ESS, thus personalizing theESS applications.

u My Photo

Employees can upload a photo of themselves for the Who’s Who service. Thisphoto will be uploaded into the optical archive and can then be accessed byothers using the Who’s Who service.



12


ESS Services: Availability and Country-Specific Functionality



13




I-1

Index IIndex

Index

A

Activity group 3Address 10Application Status 9Authority profile 3

B

Bank Information 10Benefits 3, 8Benefits Inquiry 8Book Attendance 11

C

Calendar 6, 7Calendar of Events 11Cancel Attendance 11CATS 5, 7Country-specific functionality 3

E

Email 1Emergency Address 10Emergency Contact 10Employee Self-Service 1Employment and Salary Verification 9Enterprise HR (EHR) users 3ESS 1ESS services

availability 12country-specific functionality 12

Expense Reports 8

FFamily Member/Dependents 10Function list 6

H

HR 1

I

Internet 3Internet Transaction Server (ITS) 3Intranet 1

J

Job Opportunities 9Jobs 9

K

Knowledge management 1

L

Leave Information 7Leave Request 4, 7

List of Booked Events 11M

Mid-year Adjustments 8My ESS 11My Photo 11My Preferences 11

N

Navigation 2New Hire Data 4, 10

O

Office 3, 6Open Enrollment 8Organizational Chart 7

P

Paycheck Inquiry 9Payment 9Personal Administration 3Personal Data 10Personal Information 10Purchase 9Purchase Requisition 9

Q

Qualifications 3

R

R/3 2Recruitment 3Remote location 2



I 2

I Index

S

Sample process 4, 6Service menus 6Skills 11Skills Database 6, 11

T

Tax Inquiry (Canada) 10Tax Withholding (W4) 10Telephony 7Templates 2Time Management 3, 7Time Statement 7Training and Event Management 3, 11Travel 8Travel Management 3

U

User interface 2

W

Web browser 2Web server 3Whos Who 5, 6Work Schedule 7Workflow 4

Documents

SAP HR ESS Employee Self Service Manual