Advaita (IIT Roorkee Transformation Project) IITR_HCM_ESS-MSS_Leave & LTC Help Document. Revision History. Description of Change

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1 Project Name: Document Name: Document ID: Advaita (IIT Roorkee Transformation Project) IITR_HCM_ESS-MSS_Leave & LTC Help Document IITR_HCM_ESS-MSS_Leave & LTC Help Document_Version_1.0 Prepared by: Amol Choughule Role Reviewed by: Ram Kumar Vetsa Role Approved by: Atul Kumar Role Released by: Ram Kumar Vetsa Role HCM Consultant HCM Consultant Project Manager HCM Consultant Version: V1.0 Date: Date: Date: Date: 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 NA Initial Creation Initial Creation Amol Choughule Page 1 of 20

2 Contents 1. Introduction to ESS (Employee Self Services) and MSS (Manager Self Services) System Requirements Basic Portal Navigation Path Portal s Login Page Home Page of the Portal Home Page of Portal for an employee who is not a manager ESS & application of Leaves MSS & Approval of Leaves How to Apply LTC Page 2 of 20

3 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 Page 3 of 20

4 3. Basic Portal Navigation Path Use the following URL to open IIT Roorkee Employee Portal: 4. Portal s Login Page The portal s login page is displayed as shown below. User name Employee number First time Password - IITRDDMMYYYY (DDMMYYYY format is Date of Birth of employee) Reset your new password Then click on Log On Page 4 of 20

5 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: Page 5 of 20

6 5.2 ESS & application of Leaves Click Employee Self Service tab as shown in the image below: Click on Leave Requests and Overview as shown in image below: Page 6 of 20

7 Click on Leave Overview to check current status of available leaves as shown in image below: Leave Overview screen is divided in two parts. Top highlighted section of the page shows the data of leaves availed during the year and bottom highlighted section of the below image shows the number of leave quotas available in the system for particular employee. Page 7 of 20

8 To create leave request, click on Create Leave Request as shown in below image: Calendar tab shows Holidays, leave requests, etc. Page 8 of 20

9 Team Calendar tab displays number of team members on leave during given period of time. Team Accounts tab shows the number of leave quota entitlements are available with employee. Page 9 of 20

10 Leave Request tab shows already applied leaves along with their status. Field Name Type of leave Start Date End Date Processor New Note Application for Ex-India Substitute Address Line 1, 2 & 3 In Station/Out Station Half Day Leave Attachments Description Select given leave type from the drop down Enter Start Date of Leave Enter End Date of Leave Processor name will appear automatically upon submission of leave application Free text space Use this field if employee wants to go out of India using particular type of leave. Mention employee number and name of substitute assigned to handover work during leave period. Mention the address of place visiting during leave period, if going Out Station during leave. Mention the address of place visiting during leave period, if going Out Station during leave. Click on the and select First Half / Second Half in case of half day casual leave application. Wherever necessary documents attachments can be done using this option. Page 10 of 20

11 Fill in all the details and click on Check. If all the criteria s are fulfilled, system will give a message Check of leave request was successful. Then click on Send as highlighted in below image. Page 11 of 20

12 System will generate below mentioned form after submitting the form. Click Ok. Leave Overview would show currently applied leave along with its status. Page 12 of 20

13 5.3 MSS & Approval of Leaves The portal s login page is displayed as shown below. User name Employee number Password - IITRDDMMYYYY (DDMMYYYY format is Date of Birth of employee) Then click on Log On Page 13 of 20

14 Click on Manager Self Service tab Click on Work Overview tab Click on Tasks tab Click on the work item (leave application received) Page 14 of 20

15 System will open new window with all Leave application data. Approver should add comments in New Note section and click on approve. And close the tab. Page 15 of 20

16 5.4 How to Apply LTC The portal s login page is displayed as shown below. User name Employee number Password - IITRDDMMYYYY (DDMMYYYY format is Date of Birth of employee) Then click on Log On Page 16 of 20

17 After login -> click on Employee Self Service Tab-> Then click on Leave Request and Overview Click LTC Application Page 17 of 20

18 In new window LTC application will open. Page 18 of 20

19 Fields Employee Details Address Data Payment Info Current LTC details Description System will populate the data for all fields under employee details System will populate the data for all fields under address if its maintained in the SAP It covers employees bank details, grade pay, pay in pay band and basic pay which system will populate from the database. EL Balance System will populate EL balance Leave Encashment required Click. And select Yes or No as per the requirement of leave encashment Journey Date Enter Start Date of Journey Journey Return Date Enter Return Date of Journey Type of Proposed Choose type of journey from options (Air, Bus, Train, Ship) Journey Place of Visit of Current Year Click and select from available options (Hometown, Anywhere in India, Hometown Conversion) Place of Visit Enter the name of the place to visit Start & End Date of System will populate the data Block Year Sub block Choose the Sub block by clicking Extended Year Choose Extended Year by clicking Advance Amount Enter the advance amount required (if required) Page 19 of 20

20 Declaration Declaration Leave Type Self-Travel Family Members Leave Days already System will populate data of number days leave encashed encashment taken so far Number of Days to Enter number of days leave encashment is required Encash Click in the check box for declaration Click in the check box for declaration Select the leave type applied for LTC Click if employee himself is traveling or not by clicking Yes or No Click Add Row multiple times to add dependent family members (Data will appear only if its available with Establishment Services. If data is not provided, then first employee need to furnish the data to Establishment Services and then again reapply.) Click on Check button on the top left side of the page after filling all details. notification would come if all the fields are properly filled. Click on Send to send the LTC application to submit the same. Page 20 of 20