As ESS allows for customisation of certain screens, the client will be able to extract other information from the ESS system too.

Transcription

1 Reporting on ESS Three different reports can be run from ESS Leave Balance Report Leave Transactions Report Manager Leave Calendar As ESS allows for customisation of certain screens, the client will be able to extract other information from the ESS system too. 1. The three leave report from ESS All the ESS reports are run in more or less the same way and it is up to the client to decide the criteria and structure of the report. How to run a report on ESS: 1. Click on Report. 2. Click on the report that you would like to run. 3. Select the Leave Group that you would like to include in report. 4. Select the Leave Type that you would like to include in report. 5. If you want, you may select a specific Leave Line e.g. Accrued Annual Leave. 6. If you want, you may select one or more Individuals only to appear on the report. 7. Choose a different Filter if you would like to include terminated or deactivated users. 8. Depending on the type of report, you may select a Date Range for the data that you would like to reflect on the report. 9. Under Options you may design the structure of your report. 10. Once you set up all the criteria for your report, you may click on View Report. 1.1 The Leave Balance Report This will provide the approver with a detailed report of employees leave balances for selected leave types. This report reflects the following: User s Leave Group User s Company number User s Employee code First name Last name Known As name Leave Line (as selected from criteria settings) Leave Type (as selected from criteria settings) Cycle End date Cycle Entitlement Due at Start (the amount of leave days that the employee has at the beginning of a new pay period).

2 Period Entitlement (the amount of leave days accumulated during this pay period). Leave taken this period Leave transactions pending Cancelled leave transactions pending approval Planned leave transactions Total due (the amount of leave that the employee has available today). 1.2 The Leave Transactions Report This will provide the approver with a detailed list of leave transactions for a selected date range. This report reflects the following: Company number Employee Code First Names Known As name Last Name Submitted date (the date when the user submitted the application). Leave type (as selected from criteria settings) ( Leave line(as selected from criteria settings) From date To date Units Leave reason

3 Comments Status (the status of the transaction e.g. in progress, declined, cancelled, in VIP etc.) Approver (the approver where the transaction is currently awaiting approval). 1.3 The Manager Leave Calendar This report reflects all leave taken during a specific pay period. This report only runs one month at a time. The reason for this is because the amount of data is too much to accommodate more than one month. Tip: This report is great for client s that do not have a formal time and attendance program as the manager can manage which users have applied for leave and who not.

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5 2. The Workflow in Progress screen This is not a formal report as such, but may be used for reporting purposes such as auditing. The workflow in this screen is still awaiting approval. Each transaction that is submitted on ESS has a unique workflow ID. This workflow ID allows ESS to read the data on the database and compile it is a reporting format. The ESS administrator will be able to maximise each workflow ID to view all the processes of this transaction to date. Tip: This report shows the ESS Administrator a bird s eye view of everything that is going on in the ESS system at the moment. 2.1 How to access the Workflow in Progress Screen >>Access ESS as the ESS Administrator >>Views >>Workflow in Progress This report reflects the following: Workflow ID Leave Type Submit (date and time of submission) For (name of the applicant) Submitted by Status (the status of the current transaction) State (this will always on incomplete state until the transaction posted to VIP) Version (the version of ESS) Group name (the name of the user s leave group) Request type Last comment Parking expiration date (if transaction is in a parking state) Escalation timeout (the amount of working days that the approver has to approve the transaction) Last activity Assigned to (the approver where the transaction is currently awaiting approval) Reset (transactions may be Reset or Repair)

6 3. The Workflow History screen This is not a formal report as such, but may be used for reporting purposes such as auditing. The workflow in this screen is completed and not awaiting approval any longer. The ESS administrator will be able to maximise each workflow ID to view all the processes of this transaction to date. Tip: This screen shows the ESS Administrator everything about each transaction that have been completed through ESS. 3.1 How to access the Workflow in Progress Screen >>Access ESS as the ESS Administrator >>Views >>Workflow History This report reflects the following: Submitted By Workflow ID Type Status Previous Approver Previous Assigned To

7 New Approver New Assigned To Comment 4. Leave approval The leave approval screen is a customisation from the Manage >> Users screen. This report shows the ESS Administrator which users are linked to which leave groups. This report does not how the administrator who approves transactions in which group. How to customize your Manage >> Users screen 1. Click on Manage >> Users 2. Click on the Customize button to the right hand side of your screen 3. Select the option for Leave Group 4. Drag and drop this option on the field Drag a column header here to group by that column 5. Maximise the leave groups by clicking on the + next to the leave group 6. Select the file extension to where the file needs to extract e.g. Pdf

8 7. Click on Export Tip: The entire Manage >> Users screen can be customised with different options that may be dragged and dropped in or out of the screen. Customization will be able to show you the following: First Name Last Name Username Employee Code address ( address used by ESS to send out notification s) essvipidentifier (also known as the GUID code) View Documents (all documents attached to the user) Allowed to log in? Claims Group Family Change Group Has been activated? HR Employee ID ID (the user ID that is linked to the user s username in the database) Is employee Is locked out (for all users that have been logged out) Is terminated? Leave group Overtime group Personal Change group Termination date Validates to VIP 5. Summary To answer your query please see my summary below: 1. I need to draw a report for the past 12 months containing:- All my reporting staff leave taken (any leave) Leave cancelled Leave never authorised Leave balances (all categories) You can use the Leave Transactions Report for the first three points and the Leave Balance Report for the last point. On selecting your date range for the Leave Transactions Report, please make sure that you select a 12 month period.

9 Note that the date range includes the dates when transactions take place and not when the transactions were submitted. 2. I am currently being notified on all reporting staff when:_ Leave applied for Manager authorised HR (leave custodian) authorised Here I want like these notifications ONLY when it is my direct reports. This is a setup change that you may do by following the steps below: 1. Access ESS as the Administrator 2. Click on Manage >> Groups 3. Click on the first group in your list of groups 4. Remove yourself from the approver list by clicking on Remove as approver. Note: If you are unable to click on Remove as approver, please take note that there are still transactions in your inbox that requires approval or viewing. These transactions needs to be dealt with before you will be able to be removed as approver from the group. 5. Once you removed yourself from all the leave groups, you my make sure that you are added as an approver in your leave groups only. 3. I would like to be notified if any staff leave applied for and not approved by his/her manager within 72 hours ESS does not provide for pop-up notes at the moment and therefore you may need to make other setting changes on the ESS system itself. Some of these changes include: Changing the escalation time for all transactions to 3 days. The default setting may be changes by clicking on Manage >> Configure website >> Workflow tab >> Change the escalation timeout >> Save settings.

10 For all approvers already set up on ESS, you may need to change the escalation time one by one by clicking on Manage >> Groups >> group name >> Edit next to approver name >> change the escalation time.

11 You will also be able to view the Workflow in Progress under the Status column. The status for all escalated transactions will be escalated. You will find that you will be able to maximise the transaction to view what has happened to the transaction to date and from which approver transactions escalated. For any further queries or if you need any assistance, please do not hesitate to contact us on or