Employee self services / Manager self services MahaGenco D3293

Document Version / Dtails : Ver 1.0/ 15-Sep-09

Record of Release Version No. 1.0 Modified By Samson Rodrigues Reviewed By Shefali Pandey Authorized By Sanjay Karandikar Release Date 21 july 2011 Modifications Done

Table of Contents

Information to end User ............................................................................................................................................. 3 how to LogOn to SAP Portal ...................................................................................................................................... 5 how to search employee & view details .................................................................................................................... 7 how to apply Leave .................................................................................................................................................. 12 how to add new Skill to skill Profile .......................................................................................................................... 15 how to apply for Leave Encashment ....................................................................................................................... 18 how to view Benefits and payments related information ......................................................................................... 21

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 2 of 24

INFORMATION TO END USER SAP Employee Self-Service empowers employees to view, create, and maintain data at any time, from anywhere in the world, via Web-based technology. ESS is an effective means for providing real-time access and data maintenance capabilities to the source, or owner, of the data, and to off-load many of the data entry and related customer service activities that may be typically performed in a company's human resources, payroll, benefits, and purchasing departments. For example, because SAP HR. drives workflow and ESS is fully integrated with SAP HR, ESS transactions are by definition workflow-enabled. This ensures that your processes are streamlined and are always properly routed for approvals, without additional intervention and maintenance. Using ESS, MahaGenco employees can perform on their own day-to-day activities like raising leave request, viewing their personal information, viewing Salary Slip, viewing Form 16, Viewing Total Compensation Statement, changing their address data, requesting for training nomination, etc.

Employee Self Service Managerial Self Service

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 3 of 24

The following is the high level ESS functionality to be configured as part of Project, and delivered via SAP Enterprise portal.

Employee Self Service setup in MahaGenco Self Service Tab Employee Search Employee Personnel Information Links to Self Services Whos Who My Communication data Personnel data Address changes Bank Information Family Member/Dependents Request for Transfer ( Custom I view) Submit Leave & Absences Request Employee Leave status/ leave balance Payroll & Payment( Salary Slip and IT declarations) Pay slip/ Salary Slip Form 16 IT Declaration Sec 80 Loans Advances and Claims Leave Encashment Career & Job( Skill Matrix) Training and Event Management Loans Application Claims Application Leave encashment Edit Skills Profile

Employee Request For Transfer Working Times( Leave Management)

Training Calendar Bookings / view confirmed book training

Appraisal ( CR )

Confidential Report ( Appraisal )

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 4 of 24

Getting Started HOW TO LOGON TO SAP PORTAL

Switch ON your PC. A screen similar to the one shown below will flash on your PC:

To open Login Window: Double click on the Toolbar Internet Explorer on above Screen.

Type in the following URL http://mahaepqa.mahagenco.co.in:50000/irj/portal The following screen will appear.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 5 of 24

In this window, The System Head can configure the SAP Logon for you. To Login to SAP Portal: Enter your SAP Portal User ID. Enter your SAP Portal User Password. Press Enter on your Keyboard.
After successful validation, the following screen will appear.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 6 of 24

HOW TO SEARCH EMPLOYEE & VIEW DETAILS

1. Click on ESS

2. Click on Employee Search

3. Click on Employee Search Application

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 7 of 24

Click on Whos Who

The following screen will appear

This is the Basic screen Enter the search criteria in the search fields.

This is the advanced screen

Enter the Last name of person

Click the Search button

The result will be shown as follows.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 8 of 24

You can further view more information by clicking the employee from the list.

You can also Change your own data by Clicking on the Change Own Data Link

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 9 of 24

Click on Link C

Click on Edit C

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 10 of 24

Click on Review C Edit the data and click on Review On the next screen Click on Save , the following screen will appear.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 11 of 24

***For any changes to personal data (Family Data, Bank Information, Personal Data, Bank Information and subtype of Address) ) not available via ESS in Mahagenco enterprise portal, the employees will contact his/her HR administrator for necessary updates. Only Temporary Address can be changed on portal. HOW TO APPLY LEAVE Employees can apply to following absence types on the portal Sr. No

Description Of Leave Leave on Average Pay (Earned Leave) (LAP): Absence Type 0001 Leave on Half Average Pay/Sick Leave (HAP): Absence

2 Type 0002 3 Special Compensatory Leave (SCL): Absence Type 0006 4 Casual Leave (CL): Absence Type 0010 5 Festival Leave (PHL/FL): Absence Type 0012

An email notification will be also forwarded to the Outlook of the approving Manager as well to the SAP inbox. This will notify that a request has been forwarded and awaiting approval. Expected Result Step Name Employee Logs in ESS Leave Application 2 Leave Approval by Superior Notification to Employee Employee have quota Transaction Code Business Conditions User must exist in Portal Employee got log on to Portal Employee Applies for Leave , Leave application service opens with standard ESS page and default approver name, along with other details like dates, type of leave to be selected. Dept Head / Manager views approval request and approves or rejects the request Notification to Employee for the status of leave request
Page 12 of 24

Sr. no. 1

3 3

Approver approves or rejects the application Leave application is approved or rejected

SAP-E2E-507 Ver 1.0/15-Sep-09

1. Click on ESS

2. Click on Working Time

3. Click on Leave Request link

1.

Select a Leave Type

Select the from and To Dates

Click on Review
SAP-E2E-507 Ver 1.0/15-Sep-09 L&T Infotech Internal Use Page 13 of 24

Click on Send to submit request Confirmation of Request will be displayed, like shown below.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 14 of 24

HOW TO ADD NEW SKILL TO SKILL PROFILE Expected Result Step Name Employee Logs in ESS Employee Addition deletion or editing of skill Add/Change/Delete in Skill Data Transaction Code Business Conditions User must exist in Portal Employee select the option for Edit, Add or Delete Skill Employee is in the selected I view Employee got log on to Portal

Sr. no. 1

2 3

Employee reached to the selected functionality Employee new Skill Data is updated after approval.

Click on Skills Profile Link, the following screen will appear.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 15 of 24

Click on a Qualification

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 16 of 24

Select a proficiency for the selected Qualification.

Select a Proficiency

Finally, Click on Add Changes to confirm

On the Next screen, click on Review button,

which will open another screen, Click on Finally the below screen will appear.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 17 of 24

HOW TO APPLY FOR LEAVE ENCASHMENT

Sr. No

Description Of Leave Leave on Average Pay (Earned Leave) (LAP): Absence Type 0001

Details of business process:Sr. no. 1

Step Name Employee Logs in ESS Leave Encashment Request Leave Encashment Approval Quota Updating

Transaction Code

Business Conditions User must exist in Portal Employee has quota for Leave to be encashed Leave Encashment request is created Leave encashment request is approved

Expected Result Employee got log on to Portal Request for Leave encashment is created and workflow is triggered to Manager for approval . Manager approves rejects or edit the request. Quota compensation infotype is updated

3 4

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 18 of 24

Click on the Leave Encashment Request Link.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 19 of 24

Fill in the mandatory details and Click on Review.

Click on Send, after verifying the details.

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 20 of 24

The following screen appears informing of successful request initiation. HOW TO VIEW BENEFITS AND PAYMENTS RELATED INFORMATION SAP Standard Salary Slip will be available on SAP Portal Sample attached.

Details of business process:Sr. no. 1 2 Form 16 3 IT Declaration 4 Payroll has been run for Financial Year Employee should exist in system Expected Result Step Name Employee Logs in ESS Salary Slip Transaction Code Business Conditions User must exist in Portal Payroll Has been run for Employee Employee got log on to Portal Employee can view salary slip and download to a local file Employee can view Form 16 and download to a local file Employee can declare sec 80 and 80 C declaration on portal with approval from line manager

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 21 of 24

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 22 of 24

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 23 of 24

SAP-E2E-507 Ver 1.0/15-Sep-09

L&T Infotech Internal Use

Page 24 of 24