Introduction/Purpose:

The Employee Profile feature in the Employee Self-Service (ESS) system is designed to provide users with a comprehensive view of their personal and professional information within the organization. It serves as a central repository for employees to access and manage their profile details, ensuring that all information is accurate and up-to-date.

The purpose of the Employee Profile feature is to empower employees to maintain their personal information, view their employment history, and ensure compliance with organizational requirements. By integrating this feature into the ESS, organizations aim to enhance transparency, foster employee engagement, and facilitate effective communication.

Process Flow:

Need to add the process flow

How to Navigate:

To access the Employee Profile feature in the Employee Self-Service system, follow the below mentioned steps:

1. Click on the Menu icon: The Menu icon is located in the top right corner of the ESS system. Click on this icon to open the main navigation menu, where you can access different sections within the Employee Self-Service (ESS) system.
2. Find the My Info section: In the navigation menu, locate the My Info section. Selecting this section will display various personal information options available to you, including Profile, Employment Details, and Contact Information.
3. Click on the Profile option: Within the My Info section, find and click on the Profile option. This will open your profile page, where you can view and, if permitted, update personal information such as your name, contact details, address, and other relevant data.

Recording & Update: 

The Employee Profile page typically includes the following sections:

Profile Information:

After navigating to the Profile section, users will be able to view detailed information about their employment and personal background. The following information will be visible:

• Employee ID: This unique identifier is assigned to each employee and is used for record-keeping and identification purposes within the organization.
• Full Name: This field displays the employee’s complete name as recorded in the company database.
• Gender: Indicates the employee’s gender, which may be relevant for various organizational reporting and compliance needs.
• Date of Birth: The employee’s date of birth is important for age-related benefits and eligibility criteria.
• Position:This specifies the employee’s current job title, providing insight into their role within the organization.
• Email: The official company email address through which the employee can communicate with colleagues and clients.
• Birth Place: This field may be filled out to capture the employee’s place of birth if required for demographic data collection.
• State of Origin: Similar to birth place, this field is optional and may be used for understanding the employee’s background.
• Nationality: This field may indicate the employee’s citizenship status, relevant for legal and HR processes.
• Contact HR: If any of the information listed above needs to be updated or corrected, employees are advised to contact the HR department for assistance.

Personal Information:

This section provides additional personal details that may be relevant for HR records or benefits processing:

• Religion: An optional field that may be used for accommodating religious practices within the workplace.
• Marital Status:Indicates whether the employee is single, married, divorced, etc., which may be relevant for certain benefits.
• Spouse Name: If applicable, this field can be used to record the name of the employee’s spouse for family-related benefits.
• Marriage Date: Records the date of marriage, which may be relevant for benefits such as spousal health insurance.
• Genotype: This field can capture genetic information relevant for health assessments or workplace accommodations.
• Blood Group: Important for medical records, especially in emergencies.
• Children:  This field can be used to record information about the employee’s children, which may be relevant for family benefits.
• Disability: Indicates if the employee has any disabilities that need to be accommodated in the workplace.

Next to Kin:

• Next of Kin (Beneficiary with Right to Claim): This field is meant to capture the information of a designated person who can be contacted in emergencies or claims, ensuring that critical information is accessible when needed.

Corresponding Address:

Users can view their registered addresses, which are important for official communications and record-keeping:

• Address Type: Permanent
  • Address: This is the employee’s permanent residential address, used for official documentation and correspondence.
  • Closest Bus-stop/Landmark: This field helps to identify the location of the employee’s residence, making it easier for visitors or emergency services.
  • Residing Since: This indicates how long the employee has lived at the listed address.
  • Last Modified: Shows the date when the address information was last updated.
• Address Type: Local
  • Address: This is the employee’s local address, if applicable, for temporary residency or work-related purposes.
  • Closest Bus-stop/Landmark:  Similar to the permanent address, this helps identify the employee’s local location.
  • Residing Since: Indicates how long the employee has been living at this local address.
  • Last Modified:  Displays the last update date for this local address information.

Actions:

In this section, users can perform the following actions:

• Edit Profile: Users can request to edit their personal information or upload relevant documents.
• Submit Changes: After making any updates, users can submit the changes for review, which may require approval from HR or management.

View Change History: Users can access a history log of any changes made to their profile, ensuring transparency in updates.