ESS Employee Self Service System Objective The objective
ESS Employee Self Service System
Objective The objective of introducing ESS – Employee Self Service §To Empower Employees §To Expedite Leave Application Process §To Establish a Paper Free Process §To Eliminate Errors and to bridge the Gaps
Current Annual Leave Application Process The Annual leave application form is available on the intranet. • Check with HR – Available Leave • Receive Manger’s Approval • Submit the duly filled application form to HR upon Manager's approval • One week prior, Salary Advance &/or Air Fare is credited to the account , if requested • The details of the transaction are emailed to the Employee with the passport collection instruction, if requested for
Process for Availing Other Leaves Sick Leave • Inform the Manager • Manger sends an Email to HR • HR updates the Leave records Festival Leave & Maternity Leave – Annual Leave Form and Process applicable. Emergency Leave – Inform HR & Manager • Inform the Manager &HR • HR updates the Leave records
NEW Leave Application Process • View the leave balance on Employee Self Service(ESS) Leave Summary page • Apply for leave by filling in the online application form • Reporting Manager receives an auto generated email, reviews the request and approves it • Upon approval, the Applicant and HR receives an auto generated confirmation email • HR processes the request, sends a confirmation email to the Employee with the details of the additional transactions , if requested
Link to access FSL Intranet ESS link is available on Freight Systems Website under Employee Corner
Link to access Intranet Click on the Intranet option. A new window will appear. Enter the Package user name and password
Link to access Intranet Click e-HR and a drop down menu will appear
Employee Self Service Click on Employee Self Service for leave application
Employee Self Service – Home Page The Home page is divided into two parts PERSONAL INFORMATION ü Passport / Visa Details ü Contact Details ü Family Details TIME OFF INFORMATION (LEAVE) ü Guidelines – Leave Application ü New Request ü Status of the request
Employee Self Service – Home Page
Employee Self Service PERSONAL INFORMATION q. Passport / Visa Details This option allows you to view the issue and Expiry Date of your Passport and Visa. q. Contact Details All the Employees have to fill in the Local and Home Town contact details at the First Log in. In future if there any changes, each employee is responsible for updating it on the system. q. Family Details All the employees are required to update the details of their family members.
Employee Self Service – Passport / Visa Reflects the passport and visa details as per the records.
Employee Self Service – Contact Details Home Town
Employee Self Service – Contact Details Local The system will prompt you to feed both the address
Employee Self Service – Family Details
Employee Self Service TIMEOFF INFORMATION (LEAVE) q. Guidelines – Leave Application The document explains the Leave Policy and Procedures. q. New Request Gives you summary of the leaves earned or Accrued Allows you to apply for desired leave. q. Status of the request Reflects the status of your leave application.
Employee Self Service – New Request Leave Summary reflects the no. of days Earned and Accrued. Click on APPLY option against Annual Leave.
Employee Self Service – Annual Leave All Fields are mandatory. Populate all the fields for successful submission of the application.
Employee Self Service – Annual Leave Remember to check against the applicable request, at the bottom of the screen. Click on submit.
Employee Self Service – Annual Leave The popup is the confirmation for successful submission of the request. Click on OK. You will be able to view the available Leave Balance.
Employee Self Service – Annual Leave After submission of the leave application, the Leave summary screen will be updated.
Employee Self Service – Request Status This screen reflects the summary of current and the past requests, applied through ESS. Click on View.
Employee Self Service– Request Status This screen reflects the details of the leave application.
Employee Self Service – Sick Leave Click on New Request. Click on APPLY against the sick leave option to apply.
Employee Self Service – Sick Leave Fill in the mandatory fields and click on the Submit Button. Remember - Sick leave application can be back dated by five calendar days from the date of application.
Employee Self Service – Festival Leave Click on New request. Fill in the mandatory fields. Remember Festival cannot be back dated.
Request Submission Confirmation Applicant gets a pop up confirming successful submission of the request. The Reporting Manager receives an auto generated Email.
Auto Generated Email - Sample Manager will receive an email from – leaveapplication@freightsystems. com
Leave Request Approval Screen Team Request Approval- This option is available for employees handling a Team.
Team Request Approval Mangers will be able to view the type and duration of the Leave requested by their team members. Click on View for the details to be displayed
Team Request Approval The leave details are displayed on the screen. It also reflects the previous leave approved for the employee, through ESS.
Team Request Approval - Manager Once the Manager Approves the Leave, an auto generated email is sent to the employee and HR.
Leave Request Approval - HR Upon receipt of the Manager’s approval, HR approves and processes the request. Following email will be sent to the employee with details of the request(s). Freight Systems Co. Ltd (LLC) Every Move A Success LEAVE PROCESSED As per your request, your Air fare &/ leave salary has been processed and attached is the working of the amount released. Please settle all the cash imprest with Finance, if any, before collecting your passport. Kindly handover your Labor card to HR & Admin at the time of collection of your passport. Passport can be collected between 09: 00 am to 12: 00 pm, three days prior to the travel date. Please confirm your joining date, on the day you resume work, by writing to leave. bo@freightsystem. com and passportcontrol. ae@freightsystems. com. Failure to do so may result in non-payment of the salary for the month. Feel free to contact us for any further clarifications. Always at your service. ******** Powered by Newage Software & Solutions
Leave Request Declined If the Manager Rejects the leave application, an email will be sent only to the employee stating the reason for declining the request. Freight Systems Co. Ltd (LLC) Every Move A Success LEAVE REQUEST – DECLINED XXXX, your (Type of Leave, e. g. , Annual) leave request has been declined because: (As provided by the Manager) Always at your service. ******** Powered by Newage Software & Solutions
FAQs 1. A. Will I be able to apply for Emergency Leave & / Loss of pay ? You will not be able to apply. Please reach out to HR. 2. A. Will I be able to view my past Leave records? All the Leave requests applied through ESS can be viewed through ESS. For past records reach out to HR. 3. Will I be able to apply for more than earned or accrued Annual Leave days? Yes, you will be able apply however it is at the Manger’s discretion to approve the request. The excess will be adjusted either against Loss of pay or the next credit of leave days. A.
FAQs……………. . contd 4. A. Can I Cancel my leave application through ESS? No, leave application cannot be cancelled through ESS. Please reach out to HR. 5. Will I be able to apply for Sick Leave, more than the days allocated on pro-rata basis? Every month all the employees earn 1. 25 days of sick Leave. You will be able to apply only for the days allocated. For any deviation, Please reach out to HR. A. 6. A. Since sick leave can’t be planned, is there a window to apply for Sick Leave? Sick leave application can be back dated by 5 Calendar days. E. g. – If I resume work on 10 th Jan the system will accept Sick Leave request from 5 th to the 09 th Jan.
FAQs………. contd 7. A. During probation, will I be able to apply for Sick Leave through ESS? Employees are not eligible to apply for Sick Leave therefore the balance will reflect as zero until successful completion of the probation period. 8. A. During probation, will I be able to apply for Annual Leave through ESS? Employees are not eligible to apply for Apply Leave until they successfully complete one year of employment therefore the leave balance will reflect as zero.
Any Questions
Special Thanks We would like to thank the I. T. team who worked very closely with the HR team in designing and developing Leave tracking system. It wouldn’t have been possible to implement Employee Self System without their Expertise and Efforts.
Thank You
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