Transcript Slide 1

ESS
Employee Self Service System
Objective
The objective of introducing ESS – Employee Self Service
To Empower Employees
To Expedite Leave Application Process
To Establish a Paper Free Process
To Eliminate Errors and to bridge the Gaps
Current Annual Leave Application Process
The Annual leave application form is available on the intranet.
Check with HR – Available Leave
Receive Manger’s Approval
Submit the duly filled application form to
HR upon Manager's approval
One week prior, Salary Advance &/or Air
Fare is credited to the account , if requested
The details of the transaction are emailed to
the Employee with the passport collection
instruction, if requested for
Process for Availing Other Leaves
Sick Leave
Inform the
Manager
Manger sends
an Email to HR
HR updates the
Leave records
Festival Leave & Maternity Leave – Annual Leave Form and Process
applicable.
Emergency Leave – Inform HR & Manager
Inform the Manager &HR
HR updates the Leave
records
NEW Leave Application Process
View the leave balance on Employee Self
Service(ESS) Leave Summary page
Apply for leave by filling in the online
application form
Reporting Manager receives an auto
generated email, reviews the request and
approves it
Upon approval, the Applicant and HR
receives an auto generated confirmation
email
HR processes the request, sends a confirmation
email to the Employee with the details of the
additional transactions , if requested
Link to access FSL Intranet
ESS link is available on Freight Systems Website under Employee
Corner
Link to access Intranet
Click on the Intranet option. A new window will appear. Enter
the Package user name and password
Link to access Intranet
Click e-HR and a drop down menu will appear
Employee Self Service
Click on Employee Self Service for leave application
Employee Self Service – Home Page
The Home page is divided into two parts
PERSONAL INFORMATION
 Passport / Visa Details
 Contact Details
 Family Details
TIME OFF INFORMATION (LEAVE)
 Guidelines – Leave Application
 New Request
 Status of the request
Employee Self Service – Home Page
Employee Self Service
PERSONAL INFORMATION
Passport / Visa Details
This option allows you to view the issue and
Expiry Date of your Passport and Visa.
Contact Details
All the Employees have to fill in the Local and
Home Town contact details at the First Log in. In
future if there are any changes, each employee is
responsible for updating it on the system.
Family Details
All the employees are required to update the
details of their family members.
Employee Self Service – Passport / Visa
Reflects the passport and visa details as per the
records.
Employee Self Service – Contact Details
Home Town
Employee Self Service – Contact Details
Local
The system will prompt you to feed both the address
Employee Self Service – Family Details
Employee Self Service
TIMEOFF INFORMATION (LEAVE)
Guidelines – Leave Application
The document explains the Leave Policy and
Procedures.
New Request
Gives you summary of the leaves earned or Accrued
Allows you to apply for desired leave.
Status of the request
Reflects the status of your leave application.
Employee Self Service – New Request
Leave Summary reflects the no. of days Earned and
Accrued . Click on APPLY option against Annual Leave.
Employee Self Service – Annual Leave
All Fields are mandatory. Populate all the fields
for successful submission of the application.
Employee Self Service – Annual Leave
Remember to check against the applicable request,
at the bottom of the screen. Click on submit.
Employee Self Service – Annual Leave
The popup is the confirmation for successful
submission of the request. Click on OK. You will be able
to view the available Leave Balance.
Employee Self Service – Annual Leave
After submission of the leave application, the Leave
summary screen will be updated.
Employee Self Service – Request Status
This screen reflects the summary of current and the
past requests, applied through ESS. Click on View.
Employee Self Service– Request Status
This screen reflects the details of the leave application.
Employee Self Service – Sick Leave
Click on New Request. Click on APPLY against the sick
leave option to apply.
Employee Self Service – Sick Leave
Fill in the mandatory fields and click on the Submit Button.
Remember - Sick leave application can be back dated by five
calendar days from the date of application.
Employee Self Service – Festival Leave
Click on New request. Fill in the mandatory fields. Remember
Festival cannot be back dated.
Request Submission Confirmation
Applicant gets a pop up confirming successful
submission of the request.
The Reporting Manager receives an auto generated
Email.
Auto Generated Email - Sample
Manager will receive an email from –
[email protected]
Leave Request Approval Screen
Team Request Approval- This option is available for
employees handling a Team.
Team Request Approval
Mangers will be able to view the type and duration of the
Leave requested by their team members. Click on View for
the details to be displayed
Team Request Approval
The leave details are displayed on the screen. It also reflects
the previous leave approved for the employee, through ESS.
Team Request Approval - Manager
Once the Manager Approves the Leave, an auto generated
email is sent to the employee and HR.
Leave Request Approval - HR
Upon receipt of the Manager’s approval, HR approves and
processes the request. Following email will be sent to the
employee with details of the request(s).
Freight Systems Co. Ltd (LLC)
Every Move A Success
LEAVE PROCESSED
As per your request, your Air fare &/ leave salary has been processed and attached is the working of the
amount released.
Please settle all the cash imprest with Finance, if any, before collecting your passport.
Kindly handover your Labor card to HR & Admin at the time of collection of your passport.
Passport can be collected between 09:00am to 12:00pm, three days prior to the travel date.
Please confirm your joining date, on the day you resume work, by writing to [email protected]
and [email protected] .
Failure to do so may result in non-payment of the salary for the month. Feel free to contact us for any further
clarifications.
Always at your service.
***************
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Leave Request Declined
If the Manager Rejects the leave application, an email will
be sent only to the employee stating the reason for
declining the request.
Freight Systems Co. Ltd (LLC)
Every Move A Success
LEAVE REQUEST – DECLINED
XXXX XXXX, your (Type of Leave, e.g., Annual) leave request has been declined because:
(As provided by the Manager)
Always at your service.
***************
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FAQs
1.
Will I be able to apply for Emergency Leave & / Loss of
pay ?
A. You will not be able to apply. Please reach out to HR.
2. Will I be able to view my past Leave records?
A. All the Leave requests applied through ESS can be viewed
through ESS. For past records reach out to HR.
3.
Will I be able to apply for more than earned or accrued
Annual Leave days?
A. Yes, you will be able apply however it is at the Manger’s
discretion to approve the request. The excess will be
adjusted either against Loss of pay or the next credit of
leave days.
FAQs………………………....contd
4. Can I Cancel my leave application through ESS?
A. No, leave application cannot be cancelled through ESS.
Please reach out to HR.
5.
Will I be able to apply for Sick Leave, more than the days
allocated on pro-rata basis?
A. Every month all the employees earn 1.25 days of sick
Leave. You will be able to apply only for the days
allocated. For any deviation, Please reach out to HR.
6.
Since sick leave can’t be planned, is there a window to
apply for Sick Leave?
A. Sick leave application can be back dated by 5 Calendar
days. E.g. – If I resume work on 10th Jan then the system
will accept Sick Leave request from 5th to the 09th Jan.
FAQs……….contd
7.
During probation, will I be able to apply for Sick Leave
through ESS?
A. Employees are not eligible to apply for Sick Leave
therefore the balance will reflect as zero until successful
completion of the probation period.
8.
During probation, will I be able to apply for Annual Leave
through ESS?
A. Employees are not eligible to apply for Apply Leave until
they successfully complete one year of employment
therefore the leave balance will reflect as zero.
Any Questions
Special Thanks
We would like to thank the I.T. team who
worked very closely with the HR team in
designing and developing Leave tracking
system.
It wouldn’t have been possible to
implement Employee Self System without
their Expertise and Efforts.
Thank You