1 CORE Employee Self Service Part 1

Summary

This training session covers the Employee Self-Service (ESS) system at EMS Group of Companies, focusing on how employees can access and manage their records, including timekeeping requests and 201 files. It explains how to log into the ESS portal, view personal data, submit time-related requests like overtime, leave, and manual time entries, and track the approval process. Key features include color-coding for request status and guidelines on submitting accurate entries to avoid delays. The session also emphasizes the importance of correct information for timely approval and payroll processing.

Takeaways

• 😀 Employees must log in to the ESS system using their unique employee ID and password to access their 201 file, Daily Time Record (DTR), and file timekeeping requests.
• 😀 The ESS home page features a calendar view showing work schedules, holidays, and the approval status of requests with color coding: green for approved, orange for pending, and red for disapproved.
• 😀 Timekeeping requests can be filed through either the calendar view or the transaction menu in ESS, which includes options for leave of absence, change shift, manual time in/out, and overtime.
• 😀 Accuracy is crucial when filing timekeeping requests (such as dates, times, and reasons), as errors can lead to delays in approvals and payroll processing.
• 😀 Employees can view and manage their 201 file in the ESS system, which includes personal, employment, and pay-related details, as well as a record of disciplinary actions and promotions.
• 😀 For any errors in the 201 file, employees should contact the HR department for corrections or updates.
• 😀 When filing a manual time in/out request (e.g., for remote work), employees must provide the start and end time, a reason for the request, and upload any supporting documentation, such as screenshots.
• 😀 Overtime requests are filed through the ESS system, where employees must specify the start and end times, provide a reason for the overtime, and upload relevant proof of work.
• 😀 Submitted timekeeping requests will show in the ESS calendar with a color-coded status indicating whether they are approved, pending, or disapproved.
• 😀 Employees should avoid late filing of timekeeping requests to prevent delays in approval and salary adjustments.
• 😀 Once a request is approved by the first approver, it cannot be canceled, so ensure all details are correct before submission to avoid issues later.

Q & A

What is the primary objective of the Core ESS system?

The primary objective of the Core ESS system is to allow employees to manage their timekeeping requests, view their daily time record (DTR), access their 201 file (employee records), and submit requests for things like overtime, leave, and shift changes.

How can employees access the Core ESS system?

Employees can access the Core ESS system by logging in with their employee ID number and password, which are provided by the HR department. After logging in, they can navigate to the ESS section by clicking on the ESS icon.

What does the color coding in the Core ESS system signify?

In the Core ESS system, requests are color-coded to indicate their approval status: green means the request is approved, orange means it is pending approval, and red means the request has been rejected.

What is the function of the 201 file in the Core ESS system?

The 201 file in the Core ESS system contains important employee records, such as personal information, employment history, performance evaluations, training, disciplinary records, and pay configuration details.

What should an employee do if there are errors in their 201 file?

If an employee finds errors or discrepancies in their 201 file, they should report it to the Human Resources (HR) department, as they are responsible for managing and correcting employee records.

What is the process for filing timekeeping requests in the ESS system?

Timekeeping requests can be filed either by selecting the date on the calendar in the home page or by choosing the timekeeping option in the transaction menu. Employees need to select the request type, enter the necessary details, and submit the request for approval.

What is the significance of the Manual Time In and Out (FTIO) function?

The Manual Time In and Out (FTIO) function allows employees to file time corrections or report special circumstances, such as working from home, that would not normally be reflected in their standard time records.

How should an employee file an overtime request in the ESS system?

To file an overtime request, employees should select the overtime option from the transaction menu, specify the start and end times of their overtime, provide a reason for the request, and upload any required documentation, such as work details, before submitting it for approval.

What happens if an employee submits an incorrect timekeeping request?

If an employee submits an incorrect timekeeping request, it may cause delays in approvals and salary adjustments. It is important to ensure all entries, such as dates, times, and reasons for the request, are accurate to avoid any issues.

Can an employee cancel a timekeeping request after it has been submitted?

An employee can only cancel a timekeeping request before it has been approved by the final approver. If the request has already been approved or is in progress, cancellation is not possible.