revision history - indian institute of technology , roorkee training manual iit roorkee human...
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Reference: SAP HCM ESS-MSS User Manual Page 1 of 22
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Project Name: Advaita (IIT Roorkee Transformation Project)
Document
Name: User Training Manual IIT Roorkee Human Resources ESS-MSS
Document ID: Advaita_User Manual HR_ESS-MSS_Version_1.0 Version: V1.0
Prepared by: Jaisheel Dhawan Role HCM Lead Date: 22.08.2016
Reviewed by: Jaisheel Dhawan Role HCM Lead Date: 22.08.2016
Approved by: Atul Kumar Role Project
Manager Date: 22.08.2016
Released by: Jaisheel Dhawan Role HCM Lead Date: 22.08.2016
Revision History
Sr.
No.
Vers
ion
No.
Date of
Revision
Secti
on
Num
ber
Description of
Change
Reason for
Change
Change
made by
Reviewed
by
1 1.0 22.08.2016 NA Initial Creation Initial Creation Jaisheel
Dhawan
Jaisheel
Dhawan
Reference: SAP HCM ESS-MSS User Manual Page 2 of 22
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Contents 1. Introduction to ESS(Employee Self Services) and MSS(Manager Self Services) ................... 3
2. System Requirements ....................................................................................................................... 3
3. Basic Navigation Path ....................................................................................................................... 5
4. Portal’s Login Page ............................................................................................................................ 5
5. Home Page of the Portal ................................................................................................................... 6
6. Employee’s Personal Profile ........................................................................................................... 10
7. Employee’s Leave Request ............................................................................................................ 11
7.1 Generating Employee’s leave using Leave Management tab ........................................... 11
7.2 Generating Employee’s leave request from IIT Roorkee Home page ............................. 14
8. Salary and Payment ......................................................................................................................... 16
8.1 Salary Slip ................................................................................................................................. 17
8.2 FORM 16 ................................................................................................................................... 20
9. Manager Leave Request Approval ................................................................................................ 20
9.1 Leave Request approval through IIT Roorkee home page ................................................ 20
9.2 Leave Request approval through Work Overview tab ........................................................ 20
Reference: SAP HCM ESS-MSS User Manual Page 3 of 22
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1. Introduction to ESS (Employee Self Services) and MSS (Manager Self Services)
The Employee Self Services is used for an employee to view his own personal details,
generate leave request or view the pay slip, Form 16, etc. Every employee in the company is
assigned User-ID and Password and through it only he/she can view his own personal details. No
other employee or even the manager can access other employee’s profile through his/her own ID.
The Manager Self services is used for the managers of different organizational
units(departments) in a company to get the details of his/her department in one shot. The
manager of an org unit has access to ESS and MSS, ESS to view his own details and MSS to
view department details.
Only the managers of various departments will have success to both ESS and MSS,
remaining all employees can access only ESS.
2. System Requirements
The User IDs created for the portal should be attached to the respective employees in the
system. To attach the ID to the employee, IT0105 (Communication) should be updated in SAP
system. Following steps should be followed to update the infotype:
1) Type TCode PA30 in the command field.
Reference: SAP HCM ESS-MSS User Manual Page 4 of 22
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2) In the Maintain HR Master Data, enter the
Personnel number
Infotype number
Subtype
Now click on Create
3) In the Create Communication screen, enter the Start date and the System ID. Then click on
Save.
Reference: SAP HCM ESS-MSS User Manual Page 5 of 22
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3. Basic Navigation Path
Use the following URL to open IIT Roorkee Employee Portal:
http://advaita.iitr.ac.in/irj/portal
4. Portal’s Login Page
The portal’s login page is displayed as shown below. Enter the
User name
Password
Then click on Log On
Reference: SAP HCM ESS-MSS User Manual Page 6 of 22
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5. Home Page of the Portal
5.1 Home Page of Portal for an employee who is not a manager
The home page that appears after the user (not a manager) logs in is as follows:
Reference: SAP HCM ESS-MSS User Manual Page 7 of 22
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The overview screen of the employee services is divided into 5 parts namely
1) Overview
2) Leave Requests and Overview
3) Benefits and Payments
4) Personal Information
The Leave Requests and Overview screen is further divided into 4 views:
Directory View
5.2 Home Page of the portal for an employee who is a manager
The home page that appears after the user (a manager) logs in is as follows:
Reference: SAP HCM ESS-MSS User Manual Page 8 of 22
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The ESS page is same for the manager as shown above. The MSS home page looks as
follows:
The Home screen for MSS is divided into different parts as follows:
1) Team
Reference: SAP HCM ESS-MSS User Manual Page 9 of 22
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Team view is divided into two view types:
1. Grid View
2. List View
The manager will be able to see list of his team members here.
2) Birthday and Anniversaries
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The calendar is displayed indicating birthdays, anniversaries, etc of the employees in respective manager’s team in different colours.
6. Employee’s Personal Profile
1) Employee’s Personal Data can be viewed by clicking on the Personal Information tab
2) The following screen Employee Services Area appears after you click on the tab. Now click on
Personnel Profile tab.
Note: The Back tab ( ) can be used to go back to the previous screen.
3) Employee’s personal data can be viewed as shown in the below screen.
Reference: SAP HCM ESS-MSS User Manual Page 11 of 22
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You can close the Personal Profile screen to back to the home page.
7. Employee’s Leave Request
First of all the employee should be hired at a proper position in an organizational unit and then
employee’s leave quota needs to be generated in the system. For that use TCode PT60 and
generate employee’s quota. Now the request can be raised for a leave from the portal. The leave
request can be generated in two ways as follows:
7.1 Generating Employee’s leave using Leave Management tab
1) Employee’s Leave Request can be generated and his/her Leave Balances can be viewed by
clicking on the Leave Management tab.
Reference: SAP HCM ESS-MSS User Manual Page 12 of 22
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2) The following screen Employee Services Area appears after you click on the tab. Now click
on Create Leave Request tab to request for a leave.
3) In the next screen, leave can be raised by filling the following fields:
Type of Leave(can be selected from the dropdown)
Start Date for the leave
End Date for the leave
New Note(to specify the reason to take leave)
Now click on Send
Reference: SAP HCM ESS-MSS User Manual Page 13 of 22
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4) The Leave Overview screen appears as shown below where the message Leave request was sent successfully gets displayed.
Reference: SAP HCM ESS-MSS User Manual Page 14 of 22
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7.2 Generating Employee’s leave request from IIT Roorkee Home page
1) On the IIT Roorkee Home page, under the ESS Links click on Leave Application.
2) In the next screen, leave can be raised by filling the following fields:
Type of Leave(can be selected from the dropdown)
Start Date for the leave
End Date for the leave
New Note(to specify the reason to take leave)
Now click on Send
Reference: SAP HCM ESS-MSS User Manual Page 15 of 22
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3) The popup for the leave request appears, then click on OK.
4) The Leave Overview screen appears as shown below where the message Leave request was sent successfully gets displayed.
Reference: SAP HCM ESS-MSS User Manual Page 16 of 22
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8. Salary and Payment
Employee’s Payslip and Form16 can be viewed by clicking on the Salary and Payment tab.
Reference: SAP HCM ESS-MSS User Manual Page 17 of 22
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8.1 Salary Slip
1) The following screen Employee Services Area appears after you click on the tab. Now click on
Salary Slip to view the pay slip.
Reference: SAP HCM ESS-MSS User Manual Page 18 of 22
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2) The Salary Statement of the employee can be seen. User can either save a copy or print the
salary statement by clicking on the save or print icons respectively from the tab displayed at
the bottom of the screen.
Reference: SAP HCM ESS-MSS User Manual Page 19 of 22
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3) If you open the Overview and Selection tab, the successful regular payroll runs can be seen.
Reference: SAP HCM ESS-MSS User Manual Page 20 of 22
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8.2 FORM 16
1) The following screen Employee Services Area appears after you click on the tab. Now click on
FORM 16 tab to view Form 16.
2) Form 16 of the employee can be seen. User can either save a copy or print the salary
statement by clicking on the save or print icons respectively from the tab displayed at the
bottom of the screen.
9. Manager Leave Request Approval
The leave request raised by an employee can be approved by the manager in two ways, one is
through the IIT Roorkee home page and the second one through the Work Overview tab in MSS.
9.1 Leave Request approval through IIT Roorkee home page
9.2 Leave Request approval through Work Overview tab
1) Under MSS, click on the Work Overview tab. Open the Tasks tab. All the requests raised by
the employees get displayed.
Reference: SAP HCM ESS-MSS User Manual Page 21 of 22
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2) Click on the request, the following page gets displayed. Click on Approve if the request is to
be approved else click on Reject.
3) The following message gets displayed ones the request is approved.
If you click on refresh at the bottom right corner, the date for which request is approved gets
highlighted for the respective employee.
Reference: SAP HCM ESS-MSS User Manual Page 22 of 22
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Note: If the request is approved by the manager and if the employee checks his leave
balance then the number of leaves approved gets deducted from the respective leave type
taken by the employee. This is due to a program that runs in the background after every
particular fixed short interval of time.
10. Manager Organogram