revision history · only the managers of various departments will have success to both ess and mss,...

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For Internal Use Only Template V1.0 Copyright - Atos

Project Name: Advaita (IIT Roorkee Transformation Project)

Document

Name: IITR_HCM_ESS-MSS_Leave & LTC Help Document

Document ID: IITR_HCM_ESS-MSS_Leave & LTC Help

Document_Version_1.0 Version: V1.0

Prepared by: Amol Choughule Role HCM

Consultant Date: 13.12.2016

Reviewed by: Ram Kumar Vetsa Role HCM


Approved by: Atul Kumar Role Project

Manager Date: 13.12.2016

Released by: Ram Kumar Vetsa Role HCM


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 13.12.2016 NA Initial Creation Initial Creation Amol

Choughule

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Contents 1. Introduction to ESS (Employee Self Services) and MSS (Manager Self Services) ................. 3

2. System Requirements ....................................................................................................................... 3

3. Basic Portal Navigation Path ............................................................................................................ 4

4. Portal’s Login Page ............................................................................................................................ 4

5. Home Page of the Portal ................................................................................................................... 5

5.1 Home Page of Portal for an employee who is not a manager ................................................. 5

5.2 ESS & application of Leaves ........................................................................................................ 6

5.3 MSS & Approval of Leaves ......................................................................................................... 13

5.4 How to Apply LTC ........................................................................................................................ 16

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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

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3. Basic Portal 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.

User name – Employee number

First time Password - IITRDDMMYYYY (DDMMYYYY format is Date of Birth of

employee)

Reset your new password

Then click on Log On

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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:

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5.2 ESS & application of Leaves

Click ‘Employee Self Service’ tab as shown in the image below:

Click on ‘Leave Requests and Overview’ as shown in image below:

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Click on ‘Leave Overview’ to check current status of available leaves as shown in image below:

Leave Overview screen is divided in two parts. Top highlighted section of the page shows the data of

leaves availed during the year and bottom highlighted section of the below image shows the number of

leave quotas available in the system for particular employee.

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To create leave request, click on ‘Create Leave Request’ as shown in below image:

Calendar tab shows Holidays, leave requests, etc.

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‘Team Calendar’ tab displays number of team members on leave during given period of time.

‘Team Accounts’ tab shows the number of leave quota entitlements are available with employee.

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‘Leave Request’ tab shows already applied leaves along with their status.

Field Name Description

Type of leave Select given leave type from the drop down

Start Date Enter Start Date of Leave

End Date Enter End Date of Leave

Processor Processor name will appear automatically upon submission of leave application

New Note Free text space

Application for Ex-India Use this field if employee wants to go out of India using particular type of leave.

Substitute Mention employee number and name of substitute assigned to handover work during leave period.

Address Line 1, 2 & 3 Mention the address of place visiting during leave period, if going Out Station during leave.

In Station/Out Station Mention the address of place visiting during leave period, if going Out Station during leave.

Half Day Leave Click on the and select First Half / Second Half in case of half day casual leave application.

Attachments Wherever necessary documents attachments can be done using this option.

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Fill in all the details and click on ‘Check’. If all the criteria’s’ are fulfilled, system will give a message

‘Check of leave request was successful’. Then click on ‘Send’ as highlighted in below image.

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System will generate below mentioned form after submitting the form. Click ‘Ok’.

Leave Overview would show currently applied leave along with its status.

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5.3 MSS & Approval of Leaves



Password - IITRDDMMYYYY (DDMMYYYY format is Date of Birth of employee)


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Click on ‘Manager Self Service’ tab

Click on ‘Work Overview’ tab

Click on ‘Tasks’ tab

Click on the work item (leave application received)

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System will open new window with all Leave application data. Approver should add comments in New

Note section and click on approve. And close the tab.

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5.4 How to Apply LTC



Password - IITRDDMMYYYY (DDMMYYYY format is Date of Birth of employee)


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After login -> click on Employee Self Service Tab-> Then click on Leave Request and Overview

Click LTC Application

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In new window LTC application will open.

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Fields Description

Employee Details System will populate the data for all fields under employee details

Address Data System will populate the data for all fields under address if its maintained in the SAP

Payment Info It covers employees’ bank details, grade pay, pay in pay band and basic pay which system will populate from the database.

Current LTC details

EL Balance System will populate EL balance

Leave Encashment required Click . And select Yes or No as per the requirement of

leave encashment

Journey Date Enter Start Date of Journey

Journey Return Date Enter Return Date of Journey

Type of Proposed Journey

Choose type of journey from options (Air, Bus, Train, Ship)

Place of Visit of Current Year Click and select from available options (Hometown,

Anywhere in India, Hometown Conversion)

Place of Visit Enter the name of the place to visit

Start & End Date of Block Year

System will populate the data

Sub block Choose the Sub block by clicking

Extended Year Choose Extended Year by clicking

Advance Amount Enter the advance amount required (if required)

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Leave Days already encashed

System will populate data of number days leave encashment taken so far

Number of Days to Encash

Enter number of days leave encashment is required

Declaration Click in the check box for declaration

Declaration Click in the check box for declaration

Leave Type Select the leave type applied for LTC

Self-Travel Click if employee himself is traveling or not by clicking Yes or No

Family Members Click Add Row multiple times to add dependent family members (Data will appear only if its available with Establishment Services. If data is not provided, then first employee need to furnish the data to Establishment Services and then again reapply.)

Click on Check button on the top left side of the page after filling all details.

notification would come if all the fields are properly filled.

Click on Send to send the LTC application to submit the same.

revision history · only the managers of various departments will have success to both ess and mss,...

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