Revision History - Indian Institute of Technology , Roorkee Training Manual IIT Roorkee Human...

Reference: SAP HCM ESS-MSS User Manual of 22

For Internal Use Only Template V1.0 Copyright - Atos

Project Name: Advaita (IIT Roorkee Transformation Project)

Document

Name: User Training Manual IIT Roorkee Human Resources ESS-MSS

Document ID: Advaita_User Manual HR_ESS-MSS_Version_1.0 Version: V1.0

Prepared by: Jaisheel Dhawan Role HCM Lead Date: 22.08.2016

Reviewed by: Jaisheel Dhawan Role HCM Lead Date: 22.08.2016

Approved by: Atul Kumar Role Project

Manager Date: 22.08.2016

Released by: Jaisheel Dhawan Role HCM Lead Date: 22.08.2016

Revision History

Sr.

No.

Vers

ion

No.

Date of

Revision

Secti

on

Num

ber

Description of

Change

Reason for

Change

Change

made by

Reviewed

by

1 1.0 22.08.2016 NA Initial Creation Initial Creation Jaisheel

Dhawan

Jaisheel

Dhawan



Contents 1. Introduction to ESS(Employee Self Services) and MSS(Manager Self Services) ................... 3

2. System Requirements ....................................................................................................................... 3

3. Basic Navigation Path ....................................................................................................................... 5

4. Portal’s Login Page ............................................................................................................................ 5

5. Home Page of the Portal ................................................................................................................... 6

6. Employee’s Personal Profile ........................................................................................................... 10

7. Employee’s Leave Request ............................................................................................................ 11

7.1 Generating Employee’s leave using Leave Management tab ........................................... 11

7.2 Generating Employee’s leave request from IIT Roorkee Home page ............................. 14

8. Salary and Payment ......................................................................................................................... 16

8.1 Salary Slip ................................................................................................................................. 17

8.2 FORM 16 ................................................................................................................................... 20

9. Manager Leave Request Approval ................................................................................................ 20

9.1 Leave Request approval through IIT Roorkee home page ................................................ 20

9.2 Leave Request approval through Work Overview tab ........................................................ 20



1. Introduction to ESS (Employee Self Services) and MSS (Manager Self Services)

The Employee Self Services is used for an employee to view his own personal details,

generate leave request or view the pay slip, Form 16, etc. Every employee in the company is

assigned User-ID and Password and through it only he/she can view his own personal details. No

other employee or even the manager can access other employee’s profile through his/her own ID.

The Manager Self services is used for the managers of different organizational

units(departments) in a company to get the details of his/her department in one shot. The

manager of an org unit has access to ESS and MSS, ESS to view his own details and MSS to

view department details.

Only the managers of various departments will have success to both ESS and MSS,

remaining all employees can access only ESS.

2. System Requirements

The User IDs created for the portal should be attached to the respective employees in the

system. To attach the ID to the employee, IT0105 (Communication) should be updated in SAP

system. Following steps should be followed to update the infotype:

1) Type TCode PA30 in the command field.



2) In the Maintain HR Master Data, enter the

Personnel number

Infotype number

Subtype

Now click on Create

3) In the Create Communication screen, enter the Start date and the System ID. Then click on

Save.



3. Basic Navigation Path

Use the following URL to open IIT Roorkee Employee Portal:

http://advaita.iitr.ac.in/irj/portal

4. Portal’s Login Page

The portal’s login page is displayed as shown below. Enter the

User name

Password

Then click on Log On

http://advaita.iitr.ac.in/irj/portal



5. Home Page of the Portal

5.1 Home Page of Portal for an employee who is not a manager

The home page that appears after the user (not a manager) logs in is as follows:



The overview screen of the employee services is divided into 5 parts namely

1) Overview

2) Leave Requests and Overview

3) Benefits and Payments

4) Personal Information

The Leave Requests and Overview screen is further divided into 4 views:

Directory View

5.2 Home Page of the portal for an employee who is a manager

The home page that appears after the user (a manager) logs in is as follows:



The ESS page is same for the manager as shown above. The MSS home page looks as

follows:

The Home screen for MSS is divided into different parts as follows:

1) Team



Team view is divided into two view types:

1. Grid View

2. List View

The manager will be able to see list of his team members here.

2) Birthday and Anniversaries



The calendar is displayed indicating birthdays, anniversaries, etc of the employees in respective manager’s team in different colours.

6. Employee’s Personal Profile

1) Employee’s Personal Data can be viewed by clicking on the Personal Information tab

2) The following screen Employee Services Area appears after you click on the tab. Now click on

Personnel Profile tab.

Note: The Back tab ( ) can be used to go back to the previous screen.

3) Employee’s personal data can be viewed as shown in the below screen.



You can close the Personal Profile screen to back to the home page.

7. Employee’s Leave Request

First of all the employee should be hired at a proper position in an organizational unit and then

employee’s leave quota needs to be generated in the system. For that use TCode PT60 and

generate employee’s quota. Now the request can be raised for a leave from the portal. The leave

request can be generated in two ways as follows:

7.1 Generating Employee’s leave using Leave Management tab

1) Employee’s Leave Request can be generated and his/her Leave Balances can be viewed by

clicking on the Leave Management tab.



2) The following screen Employee Services Area appears after you click on the tab. Now click

on Create Leave Request tab to request for a leave.

3) In the next screen, leave can be raised by filling the following fields:

Type of Leave(can be selected from the dropdown)

Start Date for the leave

End Date for the leave

New Note(to specify the reason to take leave)

Now click on Send



4) The Leave Overview screen appears as shown below where the message Leave request was sent successfully gets displayed.



7.2 Generating Employee’s leave request from IIT Roorkee Home page

1) On the IIT Roorkee Home page, under the ESS Links click on Leave Application.

2) In the next screen, leave can be raised by filling the following fields:

Type of Leave(can be selected from the dropdown)

Start Date for the leave

End Date for the leave

New Note(to specify the reason to take leave)

Now click on Send



3) The popup for the leave request appears, then click on OK.

4) The Leave Overview screen appears as shown below where the message Leave request was sent successfully gets displayed.



8. Salary and Payment

Employee’s Payslip and Form16 can be viewed by clicking on the Salary and Payment tab.



8.1 Salary Slip


Salary Slip to view the pay slip.



2) The Salary Statement of the employee can be seen. User can either save a copy or print the

salary statement by clicking on the save or print icons respectively from the tab displayed at

the bottom of the screen.



3) If you open the Overview and Selection tab, the successful regular payroll runs can be seen.



8.2 FORM 16


FORM 16 tab to view Form 16.

2) Form 16 of the employee can be seen. User can either save a copy or print the salary

statement by clicking on the save or print icons respectively from the tab displayed at the

bottom of the screen.

9. Manager Leave Request Approval

The leave request raised by an employee can be approved by the manager in two ways, one is

through the IIT Roorkee home page and the second one through the Work Overview tab in MSS.

9.1 Leave Request approval through IIT Roorkee home page

9.2 Leave Request approval through Work Overview tab

1) Under MSS, click on the Work Overview tab. Open the Tasks tab. All the requests raised by

the employees get displayed.



2) Click on the request, the following page gets displayed. Click on Approve if the request is to

be approved else click on Reject.

3) The following message gets displayed ones the request is approved.

If you click on refresh at the bottom right corner, the date for which request is approved gets

highlighted for the respective employee.



Note: If the request is approved by the manager and if the employee checks his leave

balance then the number of leaves approved gets deducted from the respective leave type

taken by the employee. This is due to a program that runs in the background after every

particular fixed short interval of time.

10. Manager Organogram

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