ESS Induction Manual

P a g e i SAP HR - ESS Induction Manual
Induction Manual

HR Employee Self
Services
Version 1.0
Date: Apr-10-2008

P a g e ii SAP HR - ESS Induction Manual

DOCUMENT RELEASE NOTICE
Notice No.:
Client: GMR group
Project: GMR SAP Training And Support
Document details:
Name Version No. Description
Induction Manual for SAP
HR ESS Module at GMR
SAP Training and Support
project
1.0 Induction Manual for SAP HR
ESS Module

The documents or revised pages are subject to document control.
Please keep them up-to-date, using the release notice from the distributor of the document.
These are confidential documents. Unauthorized access or copying is prohibited.

Prepared by :Nandagopal C Date: 10
th
April 2008

Authorized by : Date: 10
th
April 2008

P a g e 3 SAP HR - ESS Induction Manual

DOCUMENT REVISION LIST
Client : GMR Group
Project : GMR SAP Training and Support
Document Name : Induction Manual for SAP HR - ESS Module

Release Notice Reference (for release): 1.0

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on
Page
No.
Previous
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0 10
th
April-08 First
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P a g e 4 SAP HR ESS Induction Manual
Table of Contents
1. Business Introduction
1.1 Agro sector
1.2 Energy sector
1.3 Road sector
1.4 Raxa
1.5 Property
2. Implementation Methodology
3. ESS Employee self service
3.1 Services in ESS Employee self service
3.2 Employee search
3.2.1 Whos who
3.3 Personal Information
3.3.1 Addresses
3.3.2 Bank information
3.3.3 Family member / dependents
3.3.4 Personal data
3.3.5 Communication data
4. ESS Configuration
4.1 Whos who (ESS):Selection & output
4.2 Whos who (ESS):Determine document type
4.3 Whos who(ESS):Maintain setting
4.4 Personal information
4.4.1 Use case for data handling in ESS
5. Specify RFC connection to HCM system
6. Home page framework setting
6.1 Changing links
6.1.1 Hide the link from the employee search sub area
6.1.2 Create new service which is copy of service
6.1.3 Assign new Z service to personal information subarea
7. Functional Specifications

1. Business Introduction
GMR Group is a Bangalore headquartered global infrastructure major with interests in the
Airports, Energy, Highways and Urban infrastructure. In addition, the manufacturing sector,
spanning the Agri-business includes Sugar and Ferro alloys. The Group is also actively
engaged in the areas of Education, Health, Hygiene and Sanitation, Empowerment &
Livelihoods and Community-Based Programmes under its Foundation wing, GMR
Varalakshmi Foundation.
1.1 Agro Sector
GMR Industires Limited (GIDL), the Agri business division of GMR group, is a
distinguished and rapidly expanding sugar producer in India. GIDLs products include M-30
and S-30 grades of sugar along with Co-generated power, distillery products such as
Ethanol, ENA, Rectified Spirit and Bio-Fertilizer. Its manufacturing facilities are located at
Sankili, in rural Andhra Pradesh and at Haliyal in Karnataka.
1.2 Energy Sector
GILs Energy business consists of three operating facilities aggregating to 808.5 MW at
Mangalore, Chennai and Vemagiri. Another five projects are under development. GMRs
strategy is to create an attractive portfolio of assets based on a mixture of fuels like Naphtha,
Gas, Coal, Hydro etc. They are:
1. GMR Energy Limited, Mangalore
2. GMR Power Corporation Pvt. Ltd. , Chennai
3. Vemagiri Power Generation Limited
4. GMR (Badrinath) Hydro Power Generation Pvt. Ltd
5. GMR Orissa Power Project
6. Talong Power Project
7. Bajoli Power Project
8. Chhattisgarh Power Project
1.3 Roads Sector
The Company is a leader in the Highways business through six projects evenly divided
amongst annuity and toll-based operations. While, the annuity based projects, Tambaram-
Tindivanam (93 kms) and Tuni-Anakapalli (59 kms) are operational it is simultaneously
developing 4 other projects Ambala Chandigarh (35 kms), Jadcherla (46 kms) and
Ulundurpet (73 kms) toll based and the Pochanpalli (86 kms) annuity based project. All the
four projects have achieved financial closure on time.
1.4 Raxa
RAXA is engaged into business of service providing in the area of deploying the security
man power. Currently they are providing the manpower to the GMR group companies.
1.5 Property
Property is engaged into business of infrastructure development, construction, leasing the
building space and furniture. Currently they are providing the manpower to the GMR group
companies.

2. Implementation Methodology

Project Shield is being implemented using Accelerated SAP (ASAP) methodology, the
latest and proven methodology of SAP. ASAP methodology ensures optimization of time and
effort involved in implementation of SAP solutions. There are five major milestones or
phases in this project implementation namely,
Project Preparation
Business Blueprint
Realization
Final Preparation
-live and support

3. ESS Employee Self Service

Employee Self Service (ESS) Applications allow employees to view benefits, update
personal information, submit time cards, raise vacation, attendance and travel expense
reimbursement from their Web browsers. The ESS Applications free human resources staff
to deal with more complex tasks.

ESS is an effective means for providing real-time access and data maintenance
capabilities to the source or owner of the data. It has the ability to offload much of the data
entry and related customer service activities that may be typically performed in an
organization's human resources, payroll, benefits, time etc.

Employees would be able to access the ESS portal from any computer with Internet
access and within GMR through the GMR Intranet. ESS has to be a single window for
employees to get an access to and manage their data in the HR systems.

All the ESS functionalities required at GMR will be met through the standard
Business Package for Employee Self-Service. Where ever the standard ESS functionalities
are not available developments need to be carried out to address the gaps.

3.1 SERVICES IN ESS EMPLOYEE SELF SERVICE

The following services are mapped as a part of ESS.

Employee Search
Personal Information
Working Time
Benefits and Payments
Travel and Expenses
Learning and Career
Policies & Processes

3.2 Employee Search

Employee Search

Employees should be able to search for colleagues data in the company address book.
The service will comprise following functions:

1. Simple search
You can search by first name, last name and personnel number.

2. Advanced search using various criteria
If you run a generic search, the system displays a hit list from which you can go
directly to the employees profile.

The search result should provide designation too along with other standard fields.

3.2.1 Whos Who

Search for employees by name and find basic information about colleagues and their
position in the company.

Search Screen

1) Simple Search screen should have Last Name, First Name and Personnel Number

2) Advanced Search should have Last Name, First Name, Personnel Number(Employee
Code), Organizational Unit (Department), Job and Building.

Result List should have following columns

Personnel Number, Last Name, First Name, Mobile Number, E-mail, Extension, Building
Number (Building), Room Number (Cabin / Workspace No.), Job, Grade (Employee Group
and Subgroup)and Designation.

Employee Profile Screen

Extension, E-mail, Direct Line, Mobile Number, Organizational Unit (Department), Position,
Job, Cost Center, Building, Room (Cabin / Workspace No.), Personal Number, Grade
(Employee Group and Subgroup) and Designation.

Employee simple search screen


Process Diagram - Search


Employee Simple search Result Screen



Employees should be able to use the applications in this area to:

Enter or Change address information
View bank details
Enter or Change personal and family data
Enter or Change Communication data


Process Diagram Employee Personal Information


3.3.1 Addresses

The Addresses service comprises input screens for address types Permanent
Residence, Emergency Address and Mailing Address (Present Address). Along with existing
fields Mobile No. and Landline No. is required.

An additional text as information added to inform the employee to submit his
documents to HR.

Address Screen

3.3.2 Bank Information

Employees can use this service to display their own bank information. Employees bank
details are used for bank transfers from Payroll and to Reimburse travel expenses.

Employee Bank details comprise of the following

Salary account Infotype 6, subtype 00(Main Bank)
Reimbursement Account Infotype 6, subtype 01(Other Bank)

This service will be in view mode.

Bank information screen

3.3.3 Family Member / Dependents

Employees can use this service to display and edit data about their Family members
and Dependents. An additional text as information added to inform the employee to submit
his documents to HR.

Family members / Dependants screen


3.3.4 Personal Data

Employees can use this service to display and edit their own Personal Information.
Some modification required in standard screen: -

Initials, Known as, Language and Social Security No. not required.

Date of Birth will be non editable.

Name at Birth to be renamed as Middle Name. handled by PA

Employee Personal data screen


3.3.5 Communication Data

Employees can use this service to display and edit their own Communication
Information.

Required fields are as follows E-mail, Area code + local access code title change as
Direct Line, Extension, Mobile Number, Building, Room title change as Cabin / Workspace
No. and Fax.

Employee Communication data screen

Working Time
Leave / Attendance request
Employees can use the applications in this area to:

Enter Leave / Attendance Request
Employee requires a web based service to request both absences and attendances.

Quota overview
This link allows employees to view their leave quotas and attendance quotas and leave entitlements.
Employee cant modify the information displayed under quota overview.

Enter Clock In / Clock Out entries
Employees should be able to correct errors that originated due to incorrect entries at the time
recording terminal.

Training Attendance
In the event of employee attending Training his / her attendance request should be going to the
Training Administrator, instead of his Manager


Employee can apply online Leave / Attendance request using this web based ESS service.

The Leave / Attendance Request function comprises the following areas:

Creation of leave or attendance request by employee

Half day leave or attendance functionality is required

Forwarding of request to manager for approval

Controlling of deletion and cancellation processes for certain period

Status tracking and monitoring

If manager does not take any action on leave request, the request will be auto approved at
00:00:00 hours of the leave day.

In case of approving Leave Cancellation if manager does not take any action on request, the
request should get auto approved at the end of seventh day from the date of the request.

Leave cancellation and changes should be permitted within three days from the date of end of
the leave.

The employee should not be allowed to change his Manager

As a standard practice employee will select Leave / Attendance type, Date, Time if require, and a
Note for approver.

Once the request has been submitted it will be available to employees manager for approval.
In the case of rejection employee can re-submit the request.

In the case of approval employee can still change or delete a request and the request will be
resubmitted for approval.

If manager does not act on submitted request by 00:00:00 hours of the leave date, request will be
auto approved and a mail will be send to manager and employee.

Employees will have option to apply for half day Leave.

0-4 hours leave will be considered as half day leave.

Leave and attendance request through Portal

Employees should select type of leave or attendance and leave date and duration of leave
should be entered as mentioned in above screen.

Quota overview through Portal

Other available functionality related to Leave / attendance Request

Team Calendar

It enables employees to check their desired period of leave against other team members leave.

Calendar

The calendar gives employees a practical three month overview of their booked and requested
absences.

Time Accounts

Time accounts function provides employees with an overview of their absence entitlements, which
employee can check before entering a leave request.

Absence Overview

Enables employees to view their absences and track the status of their request. Employee can
cancel, change duration of absences by selecting the relevant absence record from Absence

Process diagram


4. ESS Configuration

The configuration involves the following service related configurations

Employee Search
Work Environment

4.1 Who's Who (ESS): Selection and Output:

In this node maintain country as 40 and you can maintain selection criteria for the
search, output fields of the search result and detailed output of the search result.

In this activity, you can change the fields for selecting and outputting data for the
Who's Who service. The fields of the underlying InfoSet Query are available. Note, however,
that text fields cannot be used for data selection (with the exception of the fields
Organizational Unit, Position Name, and Job Name).
You have the following options:
You can specify the fields for selecting an employee.
You can specify the fields for the hit list, that is, the list of all employees who meet the
selection criteria.
You can specify the fields for the detail screen for a selected employee.
All selected fields are automatically transferred to the service in the sequence you chose and
are then available for selection or output.


If you delete any field from selection field list, that field will not be available for search.

If you delete any field from Output field list, the same field will not be visible in the hit list.

If you delete any field from output details, it will not be visible in the detail view of the
employee.
4.2 Who's Who (ESS): Determine Document Type:

To display photo on ESS, determine the photo document type that is uploaded using archive
link.
4.3 Who's Who (ESS): Maintain Settings:

Maintain options to display org chart, allow employee to maintain own photo etc.
Here Allow own employee photograph to be maintained checkbox is unchecked so that
user is not allowed to maintain his photograph.

In this activity, you make settings for the options that are to be offered to employees in the
ESS scenario Who's Who.
You can define settings that refer only to Who's Who, or settings that enable users to edit
their own data.


Define Active Subtypes and Application Case
In this IMG activity, you make the settings for the user interface for services in the Personal
Information area.
For each country, the table contains the infotypes, active subtypes, and the relevant use
case for the Personal Information service area. You can define which subtypes are to be
active for each infotype and which can be changed by employees. Furthermore, you can
define the use case for each infotype or subtype.
By defining a use case, you can control which kinds of data records your employees are
permitted to create. The following types are available to you: A1 to A6 and B1 to B5. The
following information is encrypted in the use case:

The first character indicates the validity. You can use this character to insert
information about the time constraints of the data record.
o A means that data records with a certain start or end date can be created and
that multiple data records can exist at the same time.
o B means that data records can also be created without a start or end date
and that it is not possible to have multiple data records at the same time.
The standard setting allows the start date to be the current date or a future date. If
you would like to permit a start date in the past, you can use the Business Add-In
HRXSS_PER_BEGDA. For more information, see the documentation to the IMG
activity HRXSS_PER_BEGDA>Change Default Start Date.
The second character contains various further settings for a specific infotype or
subtype.
For example, you can set whether a certain infotype record must be available during
a person's employment at the company.

Define Active Subtypes and Application Case


4.4.1 Use Case for Date Handling in ESS Personal Information

Definition
Two-character alphanumeric key that steers the behavior of the Self-Service user interface
for Personal Information.
Use
The use of the key is specified per infotype and per country; if that infotype has subtypes
then it is specified per subtype also.
The first character of the key is the validity indicator. This indicates whether an employee is
exposed to date handling in ESS Personal Information scenarios.

A: A record can be created specifying the valid start and/or end date Multiple records can
exist.. By default the ESS scenario's will allow you specify the start date as today or future
date. If you wish to enable ESS scenario's to accept a start date in the past, Business Add-
in "HRXSS_PER_BEGDA" can be implemented.
For more information, please refer to IMG activity "Change Default Start Date".
B: A record can be created without specifying the valid start and/or end date. Multiple
records are not possible.
The second character of the key indicates other UI behaviors for a specific infotype/subtype
as described below:
B1: One infotype record must exist for the entire period of an employee's activity in the
enterprise. Once a record for an infotype/subtype is available "New <infotype/subtype>"
button will not be available on the overview screen of the concerned scenario. For E.g.,
suitable to scenario Personal Data
B2: Once a record for an infotype/subtype is available "New <infotype/subtype>" button will
not be available on the overview screen of the concerned scenario. For E.g., suitable
toscenario Spouse
B3: "New <infotype/subtype>" button will always be available on the overview screen of the
concerned scenario. For e.g., suitable to scenario Child.
B4: Variant of B1. In addition behavior of B1, "New <infotype/subtype>" button will always be
available on the overview screen of the concerned scenario. E.g., suitable to scenario
Permanent address

B5: Variant of B2. In addition to behavior of B2, "New <infotype/subtype>" button will always
be available on the overview screen of the concerned scenario. E.g., suitable to scenario
Mailing address
A1: One infotype record must exist for the entire period of an employee's activity in the
enterprise. Once a record for an infotype/subtype is available "New <infotype/subtype>"
button will not be available on the overview screen of the concerned scenario. E.g., suitable
to scenario Personal Data
A2: Once a record for an infotype/subtype is available "New <infotype/subtype>" button will
not be available on the overview screen of the concerned scenario. E.g., suitable to
scenario Spouse
A3: Multiple Infotype records of same entity (for e.g., 1st Child) can not exist at the same
time. "New <infotype/subtype>" button will always be available on the overview screen of
the concerned scenario. E.g., suitable to scenario Child
A4: Variant of A1, Difference to A1 being, "New <infotype/subtype>" button will always be
available on the overview screen of the concerned scenario. E.g., suitable in Permanent
address.
A5: Variant of A2. Difference to A2 being, "New <infotype/subtype>" button will always be
available on the overview screen of the concerned scenario. E.g., suitable in Mailing address
A6: Multiple infotype records of the same type (e.g. other bank) may exist for an employee at
the same time. "New <infotype/subtype>" button will always be available on the overview
screen of the concerned scenario. E.g., suitable in other bank.
Important Note:
1) In case the first character is B, future records, if already exist, will not be displayed.
2) A3: This can be used only if the time constraint of the concerned infotype/subtype is 2 and
it object identification is permitted.
3) A6: This can be used only if the time constraint of the concerned infotype/subtype is 3.
4) B3: This is applicable for both time constraint 2 with object identification permitted and
time constraint

5. Specify RFC Connection to HCM System
The leading system in data selection is the Financials system. To read additional data
(personnel data and data on loan objects), enter the RFC connection to the HCM system in
which the data is located.


RFC destination to be created prior to this.

6. HOMEPAGE-FRAMEWORK SETTINGS

The Homepage Framework enables employee easy access to ESS Web
applications (services) that run in the SAP Enterprise Portal. The Homepage
framework basically consists of Area groups, sub areas within this area group and
services within the sub areas.
It offers the following functions:
Add short descriptions for the individual services that will appear on the user
interface
Edit the link texts of the hyperlinks that the employees use to start the
services
Add new services or Hide/Deactivate services
Give Quick links to the services which are regularly accessed so that
Employee can access them from the Homepage itself.

First let us understand the different sections in the homepage in order to do this
change. The hierarchy is as follows:

Area group Page

Area 1 Area 2

Sub area 1 Sub area 2 Sub area N

Service 1 Service 2 Service N


Area Group Page

Area 1 Area 2


Sub Area

Service


6.1 Changing Links
Requirement: remove the Change Own Data link from Employee Search and to put it under

This requirement can be done in three steps

Step 1: Hide the Change own data link from Employee Search Subarea

Step 2: Create a new service which is a copy of the Change own data service

Step 3: Assign the new Z service to Personal Information Subarea.

6.1.1 Hide the Change own data link from Employee Search Subarea

In this IMG activity, you assign each service to a subarea and define its position.
If you want to hide a service in a subarea that has been delivered by SAP, proceed as
follows:
1. Look up the relevant entry in the first view of this IMG activity.
2. Repeat this entry with position 0 in the second view of this IMG activity

Against subarea key and the service make position as Zero


6.1.2 Create a new service which is a copy of the Change own data service
In this IMG activity, you define the services (Web applications) that are to appear on the area
pages. For each service you define, a hyperlink and a short description will appear on the
related area page.
Employees use this link to start the service. You can make numerous settings to define
where and how the hyperlink to the service will appear.

6.1.3 Assign the new Z service to Personal Information Subarea.

Give required position number for the newly assigned service.

7. Functional Specifications
The below link find you the functional specification for ESS User name and
Password change.
HCM_ESS_FUE_019_
ESSUSERID_PWD_CHANGE.pdf

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