Introduction/Purpose:

The purpose of Employee Self-Service (ESS) access rights in an HRMS (Human Resource Management System) is to empower employees with direct access to their own personal information and HR-related services. ESS access rights enable employees to independently perform various HR tasks, access relevant data, and initiate actions without relying on HR personnel for routine administrative tasks..

Dependency:

The recording of the ESS Access Rights typically involves accurate documentation, tracking, and management of salary-related information. The dependencies for recording the employee salary approval can include the following:

• User Authentication and Security: Implement strong user authentication and security measures to safeguard ESS access rights and protect employee data.

• HR Policies and Procedures: Align ESS access rights with established HR policies, specifying authorized tasks, information access, and restrictions.

• Integration with Employee Data: Integrate ESS access rights with employee profiles in the HRMS for real-time updates and accurate assignment of access.

• Role-Based Access Control: Assign access levels based on employee roles, ensuring they have appropriate access to relevant information and functionalities.

• Audit Trail and Logging: Maintain an audit trail to track changes in ESS access rights, ensuring accountability and compliance with security standards.

The dependencies mentioned above help ensure that the employee salary approval is accurately recorded and documented, supporting the organization’s HR practices, compliance requirements, and future reference needs.

How To Navigate:

The navigation to record a ESS Access Rights in HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the HR operation section which is located on the left side menus on the screen.

• Click on the ESS Access Rights section which is located in the Employee Self Service under HR operation. After clicking on this link you can navigate ESS Access Rights Listing

Listing:

The ESS access rights allows users to view all approved & pending ESS Access Rights. The key features of the access rights listing is include below:

• Record Filter: Filter option allows users to filter the list of records based on visible columns, such as
  • Title, 
  • Employee Name, 
  • Added by, 
  • Added date, 
  • Updated date, 
  • Approval Status

• Show All Listing Columns: This option allows the user to clear all Filters and display all records on the Listing page.

• Activity Log: In the Activity Log option, the user can view the transaction history of ESS access rights, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time 

• Advance Search: This option allows user to filter data with single or Multiple criteria in Column Name with options like
  • equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• Export Data: Selected Record, Current Page record or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Hide/Show Column:
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select column which they want to view in the list , if the user uncheck/unselect all column then system will give error message that “Please check at least one column”

Recording & Update:

Users can Add new  or update ESS access rights on clicking “Add New” Button and edit option respectively and fill the below field

• Employee*: The “Employee” field in ESS access rights identifies the specific individual for whom access rights are being managed. It is typically linked to the employee’s unique identification or employee ID within the HRMS.

• Company*: The “Company” field indicates the organization or company to which the employee belongs. It helps in differentiating and organizing employees based on their employer, especially in multi-company setups.
  • Users can choose the given companies in the drop-down menu.

• Status*: The “Status” field signifies the current employment status of the employee, such as active, on leave, terminated, or any other predefined status.
  • User can choose the status from drop down such as active , Inactive , pending

• Employee Type: The “Employee Type” field categorizes employees based on their employment type, such as full-time, part-time, contract, temporary, or any other classification. It helps in configuring access rights specific to different employee types.
  • User can choose employee types from the drop down menu such as Permanent employee , Contract fixed term , Graduate intern , Intern , Permanent.

• Grade: The “Grade” field denotes the employee’s job grade or level within the organizational hierarchy. It assists in defining access privileges based on hierarchical structures or grading systems.
  • User can choose grade of employee from the drop down menu such as manager , deputy manager , group general manager etc

• Department*: The “Department” field refers to the specific department or functional unit to which the employee belongs. It helps in managing access rights based on departmental requirements and allows employees to view information relevant to their department.
  • User can choose departments from the drop down menu such as HSE , Human resource, Information technology , audit.

• Designation*: The “Designation” field represents the employee’s job title or position within the organization. It aids in determining access rights based on job roles and responsibilities.
  • User can choose a designation from the drop down menu such as HSE officer , HR manager , HSE supervisor etc.

• Work Location*: The “Work Location” field indicates the physical location or site where the employee is primarily based for work. It assists in managing access rights based on geographical or site-specific considerations.

• Head of Department: The “Head of Department” field identifies the individual who is the designated leader or manager of the department to which the employee belongs. It helps in defining access privileges and workflows for department heads.

• Immediate Superior/Line Manager*: The “Immediate Superior” or “Line Manager” field denotes the employee’s direct supervisor or manager. It helps in configuring access rights and permissions based on reporting relationships and ensures appropriate authorization for employee-related processes.

The user can perform the following actions in this section:

• Submit: This option allows the user to Submit the ESS Access Rights and These ESS access rights records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority

• Discard: This option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

Key Notes:

• Multiple ESS access Rights can be added that are related to the Employee using the Add New option.