employee_self_services_n26 (sap bpp ecc6.0 2008))

SAP ECC 6.00

January 2008

English

Employee Self Services (ESS) (N26)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Procedure

SAP Best Practices N26: Employee Self Services (ESS)

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ContentsEmployee Self Services (ESS)............................................................................................................5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................. 5

2.1 Building Blocks...................................................................................................................... 5

2.2 Portal Details......................................................................................................................... 5

3 Scenario steps.............................................................................................................................. 5

3.1 Log On................................................................................................................................... 5

3.2 Working with the Address Book.............................................................................................5

3.2.1 iView: Who’s Who (Employee search)...........................................................................6

3.2.2 iView: Change Own Data...............................................................................................6

3.3 Working Time........................................................................................................................ 7

3.3.1 iView: Leave Request.....................................................................................................7

3.3.2 iView: Leave Request Approval.....................................................................................8

3.3.3 iView: Submitting Working Time.....................................................................................8

3.3.4 iView: Clock-In/Out Corrections.....................................................................................9

3.4 Benefits and Payment...........................................................................................................9

3.4.1 iView: Salary Statement...............................................................................................10

3.4.2 iView: Total Compensation Statement.........................................................................11

3.5 Personal Information...........................................................................................................12

3.5.1 iView: Address.............................................................................................................12

3.5.2 iView: Bank Information................................................................................................13

3.5.3 iView: Personal Data....................................................................................................14

3.5.4 iView: Family Data........................................................................................................14

3.6 Career and Job.................................................................................................................... 15

3.6.1 iView: Skills Profile.......................................................................................................15

3.7 Travel Management.............................................................................................................16

3.7.1 iView: Create Travel Request.......................................................................................16

3.7.2 iView: All My Trips and Expenses................................................................................17

3.7.3 iView: Delete Travel Request.......................................................................................17

3.7.4 iView: My Travel Profile................................................................................................18

3.8 Life and Work Events..........................................................................................................18

3.8.1 Birth/Adoption...............................................................................................................18

3.8.2 Change Employment Status.........................................................................................19

3.8.3 Other Areas.................................................................................................................. 19

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Employee Self Services (ESS)

1 PurposeThis document leads you through the employee self services that are offered in the SAP Best Practices for HCM V2.600 using the sample master data delivered for the enterprise portal.

2 Prerequisites

2.1 Building BlocksTo run this Business Process Procedure, the following Building Blocks of the SAP Best Practices for Human Capital Management solution must have been installed:

K00: Preparation and Technical Activities

K01: Organizational Management

K02: Personnel Administration

K30: HCM Master Data

Optionally K03 through K13 (if these are not installed, some functionality (such as benefits, time, compensation management, and so on) will not be available.

This document assumes the entire SAP Best Practices for HCM V2.600 solution has been activated in your system.

2.2 Portal DetailsFor the scenarios you will need access to a portal. Contact your system administrator for your portal link.

3 Scenario steps

3.1 Log OnLog on to the portal as employee.

3.2 Working with the Address Book

UseEmployees can use the applications in this area to:

Access the employee directory [Who’s Who]

Change their own data in the employee directory [Change Own Data]

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3.2.1 iView: Who’s Who (Employee search)

UseEmployees can use this service to search for employees’ data in the company address book.

The service comprises the following functions:

Simple search: You can search by first name and last name.

Advanced search using various criteria: If you run a generic search, the system displays a hitlist from which you can go directly to the employee’s profile.

Procedure1. This activity must be carried out in the portal:

Menu Path in SAP NetWeaver Portal

BP ESS WS → Employee Search → Who’s Who

2. In the first Who is Who dialog box, you can search by First Name or Last Name or both. After entering the Name, choose Search.

If you do not know how to spell the entire name, you can use * as a wildcard placeholder for unknown characters before or after the known character. Example: “Ale*” to search for “Alejandro” or “*shop” to search for “Bishop”

3. On the result list, choose a person.

4. The system displays the employee profile for the person you have chosen with the communication data that is stored in his/her employee master record in the backend system.

5. Choose Exit to return to the Employee Search Services page.

3.2.2 iView: Change Own Data

UseEmployees can use this service to maintain their own data. The service comprises the following functions:

Update own data: You can edit your communication and office data, upload a photo, or delete or replace the current photograph.

In SAP Best Practices for HCM V2.600, the upload photo functionality is deactivated. You can upload a photo for preview, but you will not be able to save it.



BP ESS WS → Employee Search → Change own data

2. In the Overview dialog box, the system displays an overview of your personal communication data. To change your own data, choose Edit

3. In the Edit screen you can change your own business data such as email-address, building number, room number and so on. For example, enter extension 1199 and email address [email protected].

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mailto:[email protected]


4. When you are done, choose the Review button.

5. On the next screen, choose Save.

6. The system displays a confirmation screen that all changes have been saved.

7. Choose the Overview tab.

3.3 Working Time


Submit/cancel absences [iView Leave Request]

o View Team Calendar

o Show Time Accounts (not relevant for sample employee used in this document)

o Show Overview of Leave

Leave Request Approval (typically performed by manager)

Record working time [Record Working Time (CATS regular)]

Correct clock-in/out entries [Clock-In/Out Corrections]

3.3.1 iView: Leave Request

UseThis application enables your employees to perform all the tasks they need to manage their leave requests and other absences. The function comprises the entire leave request process. The process starts with the creation of a leave request and the processing of it before it is finally posted to the backend system. The interfaces used by employees and managers when they process leave requests are Web Dynpro applications that belong to Employee Self-Service (ESS) and Manager Self-Service (MSS).

Employees use this Web application to request leave or other absences and, in the case of absences that do not require approval, to inform their manager that they will be absent for a certain period (due to illness, for example). If necessary, employees can change or delete submitted leave requests or absences that have already been stored in the database.



BP ESS WS → Working Time → Leave Request

2. In the Leave Request dialog box, in Display and Edit, you can set up the basic information for your leave request. To get more information you can collapse the information tabs for

o Show team calendar

o Hide Calendar: Your absent days (requested, send and approved) will be displayed

o Show time accounts

o Show Overview of Leave

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3. Choose the Type of Leave Vacation for your absence. Dependent on the customizing, entries will appear in the drop-down-box. The types of leave request can require an approval by your manager dependent on which type you choose.

4. Choose the Starting Date (Date:) and End Date (To) of your leave. You may get errors depending on the day you choose. Try a Saturday if a weekday does not work for you.

5. Choose the Begin Time (Time) and End Time (To) of your leave

6. Your Approver (Manager) will be displayed automatically. Write a comment, if needed.

7. Choose Review.

8. In Review and Save, you will get an overview of your leave request. Choose Send to complete the leave request.

9. You will get a confirmation page in step 3 Leave request has been sent.

3.3.2 iView: Leave Request Approval

UseThis iView allows managers to approve leave requests. This Web application provides HR managers or other authorized persons with all the functions they require to check and approve leave requests.

This Web application is part of the Business Package for Employee Self-Service because it uses the same functions as the Employee Self-Service application, Leave Request and cannot be implemented on its own. However, it has been developed for use in Manager Self-Service.

ProcedureRefer to the chapter Leave Request Approval in the N27 Manager Self Service business process procedure.

3.3.3 iView: Submitting Working Time

UseThis Web application enables your employees to record their working times and assign these to a project, order or other SAP application objects. You can also connect an optional approval procedure. This utilizes the regular CATS time recording functionality.



BP ESS WS Working Time Record Working Time

2. The system displays the working time sheet with all recording working times in a weekly or daily view. Choose Weekly View.

3. The calendar displays an overview of the past, current and the next working time where you can choose the days to record your time.

4. Choose Attendance hours (0800) as the Attendance / Absence type in the Att/abs. type dropdown (for example record 8 working hours for Monday and Tuesday).

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5. Choose Review.

6. Check your entries and choose Review

7. The system displays a summary of your recorded working times. Choose Accept.

8. Pay attention to any messages that the system displays. If there are no error messages (only information messages), choose Save.

9. The system displays a confirmation screen with the message that your data has been saved.

10. To release the working time recorded in the previous steps, choose Release working time.

11. On the Release working time data screen, choose select all and then choose Review.

12. If the data looks acceptable, choose Save.

13. The system displays the message that the data has been successfully released.

3.3.4 iView: Clock-In/Out Corrections

UseEmployees can use this Web application – displayed as a weekly overview graphic – to correct errors that originated due to incorrect entries at the time recording terminal. For example, employees can correct duplicate clock-ins or enter missing entries and account assignment data. An optional monitoring function and approval procedure enables the changed, deleted, and manually-created entries to be checked and approved.

This Web application is not designed as an alternative to recording working times at the time recording terminal.



Employee Self-Service → Working Time → Clock-In/Out Corrections

2. Choose New Clock-in/Out.

3. Choose a day (default: current day).

4. Enter the time for Clock-in and Clock-out.

5. Choose Clock-in and then Clock-out in the dropdown box for the time event type.

6. Choose Accept.

7. Choose Review.

8. In the Review step, confirm your entries and choose Save.

3.4 Benefits and Payment


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Display income data (salary statement)

Print or Fax Employment Verification – partially in scope (actual sending of document not available; display only)

Display data on employee options and total compensation statement

Display data on benefits participation – not in scope

Enroll for benefits plans – not in scope

View data on FSA claims and retirements benefits – not in scope

W-4 Tax Withholding – out of scope

General Applications:

3.4.1 iView: Salary Statement

UseThis service provides employees with a detailed list of amounts and information for a selected period. This includes:

Gross amount (for example, payments)

Net amount (for example, deductions)

Outgoing payment (for example, bank transfer)

Additional information (for example, organizational assignment, leave, notes to the employee)



Employee Self-Service → Benefits and Payment → Salary Statement

2. The system displays the PDF form in the Adobe Acrobat reader, which opens automatically in the Salary Statement iView. What you see on the form depends on how the form was configured. [See configuration guide for setting up adobe interactive forms]

3. Print the form by clicking on the Adobe Print Button or Exit the form.

3.4.1.1.1 Employment and Salary Verification

UseWith this iView, an employee can send — either by fax or mail — a verification of salary or employment status to a specific recipient, for example a bank.

A major benefit of this service is that it allows the employee to send the information without having to request it directly from the HR Administrator.

By choosing Employee Self-Service ® Benefits and Payment ® Employment Verification, employees can choose to send:

Verification of position and start date

Verification of position, start date and current year’s earnings

Verification of position, start date and current and previous 2 years’ earnings

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Before sending the document, the employee can verify that the information is correct. After reviewing and sending the information, the employee receives a confirmation.

SAP Best Practices for HCM V2.600 allows you to select and view the verification, but the final step of sending a fax is not configured.



BP ESS WS Benefits & Payment Employment Verification

2. Select the type of form and the communication type.

3. Fill in required information such as Name, Company, House number/street, City/ZIP code and Fax Number, then choose Next Step.

4. Choose Send.

5. The system displays an error message. To set up the customizing to allow the fax to be sent, you must set up the workflow to allow it. The SAP Best Practices for HCM V2.600 does not deliver this set up.

3.4.2 iView: Total Compensation Statement

UseThe Total Compensation Statement is an online statement in PDF format containing a list of all the compensation elements and benefits paid by the company to an employee within a specific timeframe, typically one year.

SAP Best Practices for HCM V2.600 utilizes the standard SAP form, which is not configured to show actual employee data. However, the form provides you with a template for your own layout.

PrerequisitesThe standard form shipped with the SAP System (HR_CMP_TCS) consists of various categories and subcategories, which you can customize to meet your business needs:

PAY – Pay [Salary and bonus]

CMP - Other Compensation [Miscellaneous compensation elements, including long-term incentives.]

BEN – Benefits [Benefits plans in which the employee has participated/is participating].

PDV - Personnel Development [Individual development plans, education and training].

You can add your own categories and subcategories in the following IMG step: Total Compensation Statement ® Country-Specific Enhancements of the Implementation Guide for Enterprise Compensation Management.

For the Bonus and Salary subcategories of the Pay category, you can specify which wage types must be used. By doing so, you allow the system to calculate a total amount for the relevant category from the payroll results.

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BP ESS WS → Benefits and Payment → Total Compensation Statement

2. Select the link to the total compensation statement

3. The system displays the total compensation statement for a given period.

3.5 Personal Information


Enter address information [Address]

Enter bank details [Bank Information]

Enter personal data [Personal Data]

Enter family data [Family Data]

3.5.1 iView: Address

UseEmployees can use this service to display and edit their own address data. This means that they can continually update their data, thereby relieving the HR department of time-consuming, cost-intensive activities.

FeaturesThe Addresses service comprises input screens for the address types Permanent Residence, Emergency Address, and Mailing Address.

In the input screens for the permanent residence, employees can enter or change the address of their primary residence.

In the input screens for the emergency address, employees can enter or change a contact address for emergency purposes.

In the input screens for the mailing address, employees can enter or change a correspondence address.

In the Overview, employees can display an overview of their current address data.

The Address service has country-specific screens for several countries. This focuses on the U.S.-specific screens.



Employee Self-Service → Personal Information → Address

2. In step 1 the system displays an Overview for your maintained Addresses.

3. Choose Edit to change information or add a new Emergency address or Mailing Address

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4. On the Edit screen you can change your address information. Choose Review to review the updated data.

5. In Step Review and Save the system displays an overview of your (updated) address information. Choose Save.

6. In step 4 the system displays a confirmation message that your changes were saved.

3.5.2 iView: Bank Information

UseEmployees can use this service to display and edit their own bank information. This means that they can continually update their data, thereby relieve the HR department of time-consuming, cost-intensive activities.

Employees’ bank details are used for bank transfers from payroll and to reimburse travel expenses.

FeaturesThe Bank Information service contains input screens for the bank information types Main Bank, Travel Expenses, and Additional Bank Details.

In the input screens for the main bank, employees can create and edit their bank information for the bank transfer from payroll.

In the input screens for travel expenses, employees can create, change, and delete the bank information for travel expenses from travel expense management.

In the input screens for additional bank details, employees can create, change, and delete a different bank account for special purposes. For example, employees may have a part of their salary transferred to an account other than their main bank account. The amount can be specified either as an absolute amount or as a percentage of the salary.

In the Overview, employees can display an overview of their current bank data.

The Bank Details service has country-specific screens for several countries. For more information see the online documentation.



Employee Self-Service → Personal Information → Bank Information

2. In step 1 the system displays an Overview for your maintained bank information.

3. Choose Edit to change information or add a New Other Bank.

4. On the Edit screen you can change your bank information. Choose Review to review the updated data.

5. In Review and Save the system displays an overview of your (updated) bank information. Choose Save.

6. In step 4 the system displays a confirmation message, that your changes were saved.

3.5.3 iView: Personal Data

Use

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Employees can use this service to display and edit their own personal information. This means that they can continually update their data, thereby relieving the HR department of time-consuming, cost-intensive activities.

In the Overview, employees can display an overview of their current personal data. In the input screen, they can change data relating to their name, marital status, nationality, and birth data.



Employee Self-Service → Personal Information → Personal Data

2. In step 1 the system displays a brief Overview for your maintained personal data .

3. Choose Edit to change information.

4. On the Edit screen you can change your personal data. For instance, you can change the middle name.

5. Choose Review to review the updated data

6. In Step Review and Save the system displays an overview of your (updated) personal data. Choose Save.


3.5.4 iView: Family Data

UseEmployees can use this service to display and edit data about their family members and dependents.

This means that they can continually update their data, thereby relieve the HR department of time-consuming, cost-intensive activities.

FeaturesThe Family Member/Dependents service contains input screens for Spouse and Children.

In the Overview, employees can display an overview of their current data about family members and dependents. The Family Member/Dependents service has country-specific input screens for several countries. For more information see the online documentation.



Employee Self-Service → Personal Information → Family Member /Dependents

2. In step 1 the system displays an Overview of your children. You can either Edit the information of your children or spouse or choose New Child to add a child.

3. On the Edit screen you can put the information about the child. Choose Review to review the updated data. Mandatory fields are First Name, Last Name and Date of Birth.

4. In Review and Save, you can verify the (updated) information. Choose Save.


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3.6 Career and Job

UseEmployees can use the applications in this area to maintain their skills profile.

The following applications are not in scope for SAP Best Practices for HCM version 2.600

o Store personal settings

o Candidate Profile Subarea

o Job Application Subarea

3.6.1 iView: Skills Profile

UseEach employee in your company can use this service to display and update their own skills profile. The service comprises input screens enabling your employees to perform the following functions:

Display skills that are currently valid

Update existing skills

Add or remove skills

Display skills that are no longer up to date (highlighted specially)

The following applications are not in scope for SAP Best Practices for HCM version 2.600

o Display training proposals and go directly to the Learning Solution to book training



Employee Self-Service → Career and Job →Skills Profile

2. To add a skill choose Add New Skill.

3. Double-click a skill in the skills catalog (for example, language → French).

4. Choose a level in the Existing Proficiency dropdown.

5. Choose Add Changes.

6. Choose Review.

7. Choose Save. Your data has been saved successfully.

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3.7 Travel Management

UseIn the Employee Self-Service application Travel and Expenses, employees can perform several tasks for themselves and if they have authorization, for other employees:

Review all trips and expenses

Assign Credit Cards - not in scope

Create Travel Requests

Create expense reports

Edit personal information such as a travel profile

The following applications are not in scope for SAP Best Practices for HCM version 2.600:

o Create Travel plans and book flights, train tickets, hotels, and rental cars

o Access Travel Information from Company TIP

o Perform Route Planning

3.7.1 iView: Create Travel Request

UseData from the travel request is not transferred to a travel plan as is the case in the SAP ERP system. SAP recommends the following alternatives: Use online booking for your employees. You then only need Travel Planning and Travel Expenses. Instead of using online booking, have your employees submit a travel request, and then have the complete trip booked by a travel center or travel agency. When the trip is over, your employees can transfer the travel request data into an expense report.

Employees can use this service to create a travel request (via SAP workflow, for example) that is sent to a manager for approval before the trip is started.

The travel request contains all information the manager needs for deciding whether to approve it:

General data

Cost distribution

Amount of advance (if applicable)

You can also use the travel request as a purchase order at a travel agency. To do this, create a text form in the editor box, which the employee fills out and uses as an order form.



Employee Self-Service → Travel Management → Create Travel Request

2. Make all the required entries such as: Start date and time, End date and time, departure from, etc.

3. Choose Review.

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http://help.sap.com/saphelp_erp2005/helpdata/en/43/9dcbe13b58698ae10000000a1553f6/content.htm


4. Choose Save.

5. You receive a confirmation that the trip has been saved.

The form is not available in SAP Best Practices for HCM V2.600.

6. Choose Go to My Trips and Expenses Overview for a listing of travel requests.

3.7.2 iView: All My Trips and Expenses

UseThis service provides an overview of current trips and their status, along with functions for changing or deleting trips.



BP ESS WS → Travel Management → Trips and Expenses

2. The system displays an overview of all your trips.

3. Choose My Travel Requests to create a new trip.

4. Select an entry to display details and further actions or choose Exit

3.7.3 iView: Delete Travel Request

FeaturesEmployees use this service to delete travel requests.

PrerequisitesA travel request can only be deleted if no travel expense report exists for the request.



Employee Self-Service → Travel Management → All my trips and expenses

2. Select the trip request to be deleted.

3. Choose Delete.

4. Confirm by choosing Delete again.

5. The system displays the message Trip Request xxxxxxxxx has been successfully deleted.

3.7.4 iView: My Travel Profile

UseEmployees use this service to make personal settings that apply to all their trips.

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Employee Self-Service → Travel Management → My Travel Profile

2. Choose a tab and then change existing data, or choose New Entry.

3. Edit or create data as needed.

4. Choose Save.

5. Choose Exit.

3.8 Life and Work Events

UseThe applications in the Life and Work Events area enable you to depict processes that are triggered by various events in your employees’ private and professional lives. These include an employee's new job or a change in his or her employment status. These also include events in an employee's private life that have an effect on HR data, such as the birth of a child or marriage.

You can consolidate many different documents, such as information texts, employee self-service applications, forms, tasks, and background information into a process for such an event by ordering them appropriately. Employees can then work through the documents step by step, and indicate each individual step as completed. Life and Work Events can therefore replace the usual checklists.

Life and Work Events typically includes:

My First Days

Birth/Adoption

Marriage

Benefits – default pages are in scope, but actual benefit enrollment is out of scope

Divorce

Change in Employment Status

Terminate Employment

3.8.1 Birth/Adoption



Employee Self-Service → Life and Work Events → Birth/Adoption

2. The system displays a website with information for Birth/ Adoption.

3. Most of the pages contain default information, and the preconfiguration delivered with SAP Best Practices for HCM V2.600 does not allow you to actually enroll in benefits programs.

3.8.2 Change Employment StatusSimilar to Birth/Adoption, this section provides an overview and checklists for new employees and for those changing position within the company.

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Most of the pages contain default information, and the preconfiguration delivered with SAP Best Practices for HCM V2.600 does not allow you to actually enroll in benefits programs.

3.8.3 Other AreasCertain links will not provide you with any data – these are default and have not been removed.

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