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HCM008: Employee Self-Service Reference Guide
INTRODUCTION 3
1 PORTAL OVERVIEW 4
2.1 LOGGING ON 5
2.2 ACCESS EMPLOYEE SERVICES 6
2.3 CHANGE LANGUAGE 6
2.4 LOGGING OFF 7
3 UNIVERSAL WORKLIST 8
4 PERSONAL PROFILE 10
6 WORKING TIME 16
7 ADDRESS BOOK 30
8 SERVICE REQUESTS 33
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HCM008: Employee Self-Service Reference Guide
9 SUMMARY 36
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HCM008: Employee Self-Service Reference Guide
Introduction
This reference guide provides information on the Employee Self-Service components for the core modules in
SAP Human Capital Management as implemented in the GRP project.
This scenario describes the processes in Employee Self-service to create, view and modify employee data
including personal data, time data etc.
Audience
This guide is for the all employees who supposed to use the Employee Self-Services.
Document Objectives
After completion of this reference you will be able to perform the following activities:
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HCM008: Employee Self-Service Reference Guide
1 Portal Overview
Portal is a Web-based interface that allows people and organizations to access and exchange information
online.
The Enterprise Portal displays different information from several sources (SAP systems) on one page. The
user only needs to log on once to the Enterprise Portal. The Enterprise Portal automatically logs the user on
to any other systems for which a suitable user and password has been saved for the user.
In short, the portal is a user-oriented platform for enterprises (entities) and their business partners.
Employee Self-Service (ESS) is a portal-based solution provided by SAP that enables employees to
interactively track and request services compliant with entity defined processes.
Employee Self-Service is effective in providing to the employees an access to view own data and perform
various transactions. With SAP ESS, employees can take responsibility for updating and keeping their own
data current. SAP empowers employees to view, create, and maintain data anytime, anywhere, via Web-
based technology.
Portal is available in two languages: Arabic and English. The employee has the choice to work with preferred
language.
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HCM008: Employee Self-Service Reference Guide
2.1 Logging On
In order to log in to the portal enter the User ID and the Password and then click on the Log on button.
The services available to the employee depend on his/her role in the organization (entity) and according
to the authorizations assigned to the user.
Home Page is the starting page in the portal for the employees. It contains two links:
Employee Self-Services
Work or the Universal Worklist.
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The end user can launch various services from here. For example, the user can start the service to change
own address data.
Details on the services and processes are provided in according sections of this document.
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HCM008: Employee Self-Service Reference Guide
1. Click on the link in the upper corner of the screen (beside Change Language).
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HCM008: Employee Self-Service Reference Guide
3 Universal Worklist
The Universal Worklist (UWL) allows you to manage your work by bringing together tasks from different
workflow systems. These include: workflows, notifications, alerts etc.
You use the UWL to manage and monitor your tasks. You see the following tabs (navigation controls) on the
UWL user interface: Tasks, Alerts, Notifications and Tracking.
Tasks
The task status changes from New to In Process for the SAP Business Workflow when you launch an item.
The Tasks category contains work items from the following areas:
Alerts
The Alerts category contains work items from the following areas:
Notifications
The UWL Notifications screen contains a table with a list of messages about events, copies of worklist-
related messages, and other statuses. Various pushbuttons, icons, and a hyperlink to detailed message
information help you to understand the notification. The Notifications category contains work items from
the following areas:
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Tracking
Contains forwarded items, and those items you have chosen to resubmit and items that you have chosen to
track. Also, it will show the leave requests status. The Tracking category contains work items from the
following areas:
● Forwarded Tasks
● Tasks that were sent on behalf of the user (On Behalf of Me)
● Tasks the user has chosen to track (Tracked Items)
● Items for resubmission
● Rejected, approved or completed workflows
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4 Personal Profile
This section describes items available under the Personal Profile item under the Employee Self Services
menu.
The personal information section includes all the essential information about the employee.
4.2 Personal ID
It includes the defined ID of the employee in the system (e.g. passport) with the validity periods of that ID.
The data in this section is for display only.
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4.3 Addresses
Employees can use this service to display and edit their own address data.
The Addresses service comprises input screens for the address types like Emergency Address, Vacation
Address etc.
Permanent Address cannot be created by employee and request should be submitted to the HR
department in order to change it. Only minor changes allowed.
Below are available icons in the addresses area and their purpose:
This Icon is used to create a new local address. Employees can enter the address of their
additional residence, and change the address data, if they move, for example.
This Icon is used to create a new vacation address if the employee decided to add one.
This Icon is used to create an emergency address. In the input screens for the emergency
address, employees can enter or change a contact address for emergencies.
1. Under Addresses, pick address type needing change (Vacation, Emergency address, etc). Choose Edit
or New icon (mentioned above).
2. In Create / Edit screen add or change the required information.
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Remember that the (*) mark beside the field labels refers to mandatory fields. The new entries or
changes will not be saved unless the mandatory fields are maintained.
Employees’ bank details are used for bank transfers from payroll and to reimburse travel expenses. The data
in this section is for display only. If any changes are required, the HR department should be informed to
make all the necessarily changes.
This area contains the information about all the dependents for the employee as a wife and children. The
data in this section cannot be added and only minor changes permitted.
4.6 Communication
This area contains the system user ID and mobile number. The data in this section is for display only.
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Service Steps
Display:
Personal Data
Personal ID 1- Log on to the portal
Bank Information 2- Click the Personal Information link
Family Members / 3- Click Personal Profile link
Dependents 4- View required information
Communication
Basic Pay and Allowances
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The salary statement will include all the details of the salary paid in the selected month.
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6. To navigate between the different available statements use navigations buttons located in the upper
part of the page or choose required statement from the list
Service Steps
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6 Working Time
Employees can use the applications in this area to:
In this area the employee will be able to see all the information related to his/her leaves.
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Employees use this Web application to request leave or other absences and, in the case of absences that do
not require approval, to inform their manager that they will be absent for a certain period (due to illness, for
example). If necessary, employees can change or delete submitted leave requests or absences that have
already been stored in the database.
Below is an example of the process when an employee requests leave. Processes involving changing
and cancelling leave or deleting a request that has not been approved are largely similar.
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1. An employee wants to take two weeks of leave. He or she accesses the Leave Request service. He or
she sees in the Team Calendar that other team members also have leave at the same time.
Nonetheless, he or she requests leave for the planned period.
2. The leave requires approval. The system automatically determines the approver responsible and lists
the name. The employee’s request is stored in the database of leave requests with the status Sent.
4. The approver accesses the Approve Leave Requests application (from the Universal Worklist). The
application provides the approver with a list of all the leave requests that require his or her approval.
5. The approver selects the employee’s leave request. After checking the Team Calendar, the approver
realizes that the employee’s leave request cannot be approved since it would mean there would not
be enough team members at work for the period in question. The approver writes a note in which he
or she states why the request has been rejected. He or she then rejects the request.
6. Employee is notified that the request was rejected. The employee accesses the Leave Request
Service. He or she selects the request in the Leave Requests. He or she sees in the note the reason
why the request was rejected.
7. The employee looks at the Team Calendar and finds a period in which no other team members are
on vacation. He or she changes the period of the request. The employee specifies the change in
period in the note and resubmits request.
8. The approver is notified of the request by e-mail. This time the approver can approve the request.
The request receives the status Approved in the database. Employee is notified about the approved
request.
9. Upon return from leave employee submits Return from Leave request.
Calendar
The calendar of the employee will be displayed in this tab. The Calendar gives employees a practical three-
month overview of their booked and requested absences.
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The employee can display different months by choosing the desired month and year then click apply.
The start date of the leave can be selected it directly from the calendar.
Team Calendar
The Team Calendar enables employees to check their desired periods of leave against other team members'
leave.
The Team Calendar comprises a calendar that displays an overview of employee absences for the team. The
following information is displayed:
Full-day absences that have been posted (Approved). Such absences are displayed in the Web
application with the status Absent.
Leave requests that have not yet been approved. This includes new requests and requests for
changes to be made. They are displayed with the status Sent.
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Requests for absences to be deleted. This includes absences that have already been approved that
an employee would like to cancel. They are displayed with the status Deletion Requested.
The various statuses are highlighted using different colors. You can click on an entry to view detailed
information about a particular absence.
In order to navigate between different months within the team calendar select the month and the year
and click apply. Also, the team members can be selected to see their calendars and it is possible to sort
and print the calendar.
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Time Accounts
In this view the time credits such as leave and time-off entitlements for the employees are displayed. It
provides employee with information to help them plan their leave and information about the deduction
periods of their time accounts.
This means that you can check your remaining entitlement before entering a leave request.
Leave Requests
The Leave Requests enables employees to view their absences and track the status of their requests.
Employees can cancel, shorten or lengthen absences. To do this, they select the relevant absence from
the Absences Overview in the Team Calendar or Calendar.
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Type of the leave: the employee can choose the type of the leave he/she is applying for. This is a drop down
box which includes all the types of leaves defined as per the HR Law.
Start Date: The employee needs to set the start date of the leave in this field.
End Date: The employee needs to set the end date of the leave in this field.
New Note: The employee can add any further comments in this field for example, the employee can write
the reason for the vacation.
Remember: all the fields with the sign (*) are mandatory fields and the leave will not be created without
filling them in. The information displayed in the Team Calendar, Leave Requests, and Time Accounts is only
updated after an employee has submitted a leave request.
Attachments
This section will allow the employee to attach any document required such as the medical report for the sick
leave.
The uploaded file will be shown in the attachments table. In order to delete any uploaded file:
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1. Highlight the file by clicking the grey button ( ) beside the file link.
3. Choose OK in order to confirm the leave request or Cancel to edit or cancel the leave request.
4. A confirmation message will appear that request has been sent now for further approvals (see the
figure below: message with a green tick symbol ( )):
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5. In case of the errors message will be displayed with red exclamation mark icon ( ):
The employee is able to display the help for the error occurred: Click the link (Display Help) from the error
message on the screen.
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The employee can cancel the leave and edit it at any point of time before approval.
Time accounts are displayed in relation to a particular key date and for a specific quota. Employee can select
the key date and the quota that is to be displayed in the Web application. Alternatively, they can obtain an
overview of all their time accounts. Quotas are displayed for each deduction period.
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• The periodic leave shall not be divided to more than three times in one year. In
exceptional cases, when leave has to be devided in more than three times -
contact HR department.
• A periodic leave grant equal to one-month salary for each year shall be paid to
the Qatari employee, provided the employee takes the periodic leave. It is
allowed to apply for leave with bonus only once per year.
Hajj Leave
Marriage Leave
• An employee shall be granted a one-time fully paid marriage leave for 15 days,
provided he/she submits a true copy of the marriage certificate.
• The system will not allow the employee to take a leave which period overlaps
with other absences.
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Service Steps
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HCM008: Employee Self-Service Reference Guide
7 Address Book
The Address book is used to search for the employees within the entity.
The employee can use (*) in searching for assistance. The (*) is used to substitute the missing part of the
phrase. For example, if the employee is writing in the First Name field (*med) then he/she is asking the
portal to find all employees whose the first names end with (med) regardless of the beginning of the
name.
The employee can check the results shown and open the details of the employee he/she is looking for by
clicking on the Last Name (blue link).
The Employee Profile will be shown and basic information will be displayed.
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Beside the search with basic information like the last name and first name, the employee can search with
more details, this type of search is called Advanced Search.
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It is a list in the home page of the Employee Self-Services. It captures the most used services by the
employee. The employee can go directly to his/her desired service from this list.
Service Steps
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HCM008: Employee Self-Service Reference Guide
8 Service Requests
One of the main sections in the home page of the Employee Self-Services is the Service Requests section.
This section allows the employee to request service and the system will send them automatically to the HR
department.
Employment Certificate
Salary Certificate
Loan Request
Hike/Promotion Letter
Deputation Letter
Address Proof Letter
Contribution Letter
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8.2 Attachments
This section will allow the employee to attach any document required for the requests.
The uploaded file will be shown in the attachments table. In order to delete any uploaded file:
1. Highlight the file by clicking the grey button ( ) beside the file link.
HR department will check the requests from the employees and prepare them with the right signature and
stamp if needed. Then, the employee from the HR will confirm the request sent from the employee.
Employees will receive the confirmation of their requests in the portal from the universal worklist. Employee
has to pick the prepared document from the HR department.
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Service Steps
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HCM008: Employee Self-Service Reference Guide
9 Summary
You are now able to perform the following activities:
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