ESR enables every member of staff to view and maintain their own records, and to instigate actions that will improve their personal development

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Jeremy Harris
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1 ESR Self Service ESR enables every member of staff to view and maintain their own records, and to instigate actions that will improve their personal development Overview ESR s self service capabilities enable any staff member to access the system through a simple browser-based interface. Little or no training or support is needed to use these intuitive facilities. ESR can also be locally configured to enable the automatic creation of user accounts for Employee self service as part of the hire process. The flexible approach means that user responsibility profiles can be issued to meet organisational needs, making it even easier to allocate functionality to the workforce. All employees have the ability to view and update their personal information, such as emergency contacts and bank details. They can also view payslips, request annual leave, participate in a Development Review, browse learning opportunities and request enrolment on courses. Managers have access to additional functionality and controls. For example, approving employee requests maintaining assignment information (with the correct access) and maintaining personal information. A Workflow system is used to route actions from one staff member to another. Benefits Employees can access information and instigate actions including: View and update personal information, such as emergency contacts, address and bank details. Request annual leave View payslips. Maintain skills and qualifications. Review opportunities for learning and development, and enrol on training courses. Using the e-learning responsibility Employees can access a wide variety of national e-learning material and any locally added courses. Participate in online Development Reviews. Managers can access information and instigate actions, including: Approving requests and changes made by employees. Recording contractual changes (with the correct access) hours, position grade etc. Recording transfer, promotion or termination of employees. Conducting online Development Reviews. Workflow is used to route information between users (employees and managers) according to defined business rules. Each staff member has a Notification Inbox that holds any pending actions, such as a request to enrol on a course, and it also shows the current state of a process in which that user is involved. Users also have the option to receive an to advise them of new open workflow notifications requiring their attention.

ESR can also be locally configured to enable the automatic creation of user accounts for Employee self service as part of the hire process.

2 Different User Responsibility Profiles control the levels of access and functionality available to users: Employee: Allows read and write access to a particular subset of the employee s personal information, and the instigation of employee self-service actions. Learning User: Allows user access to the learning aspect of employee self service only, to view training history and enrol on learning. e-learning User: enables users to play and enrol on e-learning offerings available from national providers, and those locally maintained. Manager (with payroll approvals): Provides full access to all the manager self-service functionality and employee data. Manager (without payroll approvals): Identical to the above but any changes that have a payroll impact (hours, grades etc.) must be approved by another nominated person. Supervisor: Provides limited access by removing the ability to amend payroll-related information and to end employment. Administrator (with payroll approvals): Provides full access to all the manager selfservice functionality and employee data with flexible options to inform the manager of changes made or request further approval. Administrator (without payroll approvals): Identical to the above but any changes that have a payroll impact (hours, grades etc.) must be approved by another nominated person. The following illustrates the use of Workflow, and the way in which Self Service integrates with other ESR capabilities:

Learning User: Allows user access to the learning aspect of employee self service only, to view training history and enrol on learning.

3 What it looks like The examples below show some of the major uses of Self-service, ie: Learning Management Talent Management Manager updates Employee updates Learning Management Employee Self Service Learner Home Page In this example, an employee is subscribing to a predefined learning path. This groups together courses which, when combined, can offer a particular development programme. Employees and managers can subscribe to a learning path defined centrally by the Organisation, or create their own. This allows a fully flexible approach to learning. Employees, once subscribed to a learning path can then search for classes delivered by their preferred method of learning e.g. e-learning, Classroom based etc and suitable dates and times as applicable, and requesting enrolment.

4 Talent Management Manager Adding Competencies to an Employee's Profile In this example, a manager is updating an employee s competency profile with newly achieved competencies. The Organisation will need to consider if any local competencies are required, and set these up before they can be allocated to employees. With the input of Talent Management information at source, both via the manager and employee, a more comprehensive picture of the skill sets that exist within the workforce of an organisation can be achieved, while reducing the administrative burden on central functions to enter and maintain this data. Manager Updates: Change of Hours Manager Self Service: Change of Hours Information of a change of hours is entered by the manager and submitted. If the manager has permission to make such changes without approval, then this is updated in ESR with immediate effect. The ownership and responsibility for maintaining employee contractual variations is transferred to the line manager and data is input at the source. Because ESR is a realtime system this data is effective straight away.

With the input of Talent Management information at source, both via the manager and employee, a more comprehensive picture of the skill sets that exist within the workforce of an organisation can be

5 Employee Updates: Requesting Annual Leave Employee Annual Leave Request Online Payslip Employee Online Payslip In this example, an employee is requesting annual leave. This request will be sent to the employees manager for approval using a workflow notification. The employee has the ability to view a summary of all their absences and also review their remaining annual leave entitlement. It is possible to view a payslip online this is In addition to the traditional paper copy. A full payslip history is available, so employees have an efficient and easy to use method of checking their payments to date.

The employee has the ability to view a summary of all their absences and also review their remaining annual leave entitlement.

6 Further Information Further information can be obtained from the links below: Links ESR Website ESR User Manual (N3 Only) Kbase

The HR module is at the heart of ESR because it contains all the core employee information used by other components of the system

Core HR The HR module is at the heart of ESR because it contains all the core employee information used by other components of the system Overview The HR module covers the three scenarios of HR Management: