Employee Self
Service(ESS) is a web portal for employees to record Time and Attendance, check
work plans, request leaves & holidays, view payslips and so on. The
employee self service also allows managers to make attendance, leave, and
holiday approvals for their employees.
Every employee self
service module should have at least the following features:
1. Payslips Online:
The Employee Self Service allows employees to access or print payslips any
time. The ESS portal displays payslips for all time, so the employees can
access payslips in the past. This saves time compared to printing and handing
over hard copies of payslips to employees.
2. Leave
Application and Approval: Employee Self Service allows employees to apply for
leaves from Mobile Phones, Desktops or Kiosks. Also lets the managers to
approve or reject requests from Mobile Phones. Employees and Managers can
access the ESS from any where, even when they are at home. This saves time and
resources compared to submitting a leave application in a paper based approval
system.
3. Online Punching:
Online Punching enables employees to mark attendance even when they are
travelling. Employees can Clock In & Clock Out with GPS location. This
allows managers to track employee travel path.
4. Employee
Attendance: Employees can view their own attendance on the ESS Portal. This
helps employees to approve that the attendance is ready for payroll processing.
If there is any discrepancy, employees can raise a request to correct the
attendance.
5. Attendance
Regularization: Attendance Regularization enables employees to correct their
own attendance. Employees can view their own attendance and if any changes are
required, they can raise a request on ESS to correct the attendance. Once
managers approve the request, the attendance updates by itself.
6. Shift Details on
Phone: Employees can view their shift details from their Mobile Phones. This
allows managers to easily notify employees about frequent shift changes. Shift
calendar allows employees to have an overview of their shifts for the month.
7. HR Documents
online: The Employee Self Service portal allows the company to publish Policy
documents which can be accessed by the employees. This makes it easy to publish
company policy updates for employees.
8. Employee
Documents: Employees can upload their documents on the ESS Portal which can be
accessed by HR users. This makes it easy for HR Users to organize documents
against each employee.
9. Notifications
and Alerts: Employee Self Service generates notifications and alerts for the
HR, Managers and the employees such as Passport expiry, Driving License expiry,
Shift Change, Birthday, Anniversary, Upcoming Holiday, and so on.
10. Income Tax
Declarations: In some countries, income tax is calculated based on income from
salary and also from other income and investments as declared by the employee.
The ESS Portal makes it easy for employees to make declarations online, which
helps the HR users to calculate income tax without manual intervention.
The Employee Self
Service Portal also generates the following benefits:
1. Reduces Costs:
Employee Self Service has direct impact on the administrative costs. No more printing
payslips and reports.
2. Improves
efficiency: Employees can view attendance before it gets processed for payroll,
they can also raise requests to make corrections on attendance; this eliminates
the need for correction in payslips.
3. Enhances Communication:
Employees can make requests for documents like Experience Certificates,
Attendance Corrections, Leave, Holiday, Vacation, and so on. This results in
easier communication among employee, manager and HR team. The organization can
communicate policies by sharing them on the Employee Self Service Portal.
4. Provides
Transparency: Employees can view their daily attendance on a graphical
interface; this helps them to ensure that the company has captured the right
data to process payroll.
5. Eliminates
Paper: Employee Self Service enables employees, managers and HR to communicate
over electronic media rather than on paper. Save paper, go green!
6. Saves time:
Employee Self Service enables employees to make requests from mobile phones and
also allows managers to approve requests from mobile phones; this saves a lot
of time compared to paper based approval system.
7. Enables Instant
Decision Making: Employee Self Service provides detailed data to managers and
HR to make instant decisions. For eg: when a manager is about to approve a
leave request, the ESS provides details about the employee’s leave balance,
snapshot of attendance for the requested period, list of subordinates on leave
in the same period, and so on.
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