ESS User Training Account Activation and Navigation

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1 ESS User Training Account Activation and Navigation

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3 Table of Contents 1. ACTIVATING YOUR ESS USER ACCOUNT HOW TO ACTIVATE YOUR ESS USER ACCOUNT LOGGING IN TO ESS THE SUMMARY SCREEN ON ESS NAVIGATION OPTIONS SUMMARY AREA THE MENU OPTIONS ON ESS HOME MENU EMPLOYEE MENU LEAVE MENU OVERTIME MENU CLAIMS MENU VIEWS MENU HELP MENU LOGOUT PASSWORDS FORGOTTEN YOUR PASSWORD CHANGING YOUR PASSWORD LOCKED OUT OF ESS... 13

4 ESS User Training - Account Activation and Navigation - Purpose The purpose of this section is to explain the process of activating your ESS user account and how to navigate the ESS system. Prerequisites Computyping skills Computer literacy Course Outline After completing this training, you will be able to: Activate your ESS user account. Log in to ESS. Understand the Summary screen on ESS. Differentiate between the menu options on ESS. Reset your password in case you forget your ESS password. Change your ESS password.

5 ESS User Training Account Activation and Navigation 1 1. ACTIVATING YOUR ESS USER ACCOUNT Before you can use the ESS application, you must activate your ESS user account. You will receive an activation similar to the one shown below. The will contain an activation link as well as details of the information that you will be required to enter to complete the activation process. Example of an activation Attention: Giuliana Willis, Our company uses an Employee Self Service (ESS) application which will allow you, the employee, access to a range of information stored within the Payroll / HR system. The information that you may have access to includes: Viewing and changing of personal information. Viewing and changing of family information. Viewing of leave balances and applying for leave. Viewing of payslips and IRP5s and exporting to a file. Submitting certain expense and overtime claims. Availability of these features are dependent on the modules that your Payroll / HR department have opted to use. Your ESS user account must be activated. The process for activation is outlined below. Please DO NOT share this with other employees as it contains a unique reference to your details in the Payroll / HR system. To activate your ESS user account, click here or paste the following link into your browser, then follow the steps set out below. Enter the information required for your ESS user account activation: Username: Please accept the default username or change it to your normal network username. Password: Enter the password you would want to use. The password must be a minimum of 6 characters. Confirm Password: Re-enter the password you have typed in above. For your convenience, a Getting Started guide is available for download or online viewing. Once your user account has been activated, you can use the following link to access the Employee Self Service application. If you have any queries, please contact your Premier ESS Administrator at PremierEss@domain.co.za This was generated on Premier ESS v running on Premier Payroll v43a Do not forward this to any other employee as it contains a unique link to your employee record in the payroll.

6 ESS User Training Account Activation and Navigation HOW TO ACTIVATE YOUR ESS USER ACCOUNT 1. Click on the activation link contained in the or paste the given link into your browser: To activate your ESS user account, click here or paste the following link into your browser, then follow the steps set out below The ESS account activation window will open: 3. Username: If the username field contains a default username that may be edited, i.e. the field has a white background, then you can either accept the default username (make a note of this username) or change the username to one that you can easily remember. If the username field is blank and may be edited, then you can enter your preferred username. If the username field contains a default username and the field has a grey background, then you cannot change the username. Make a note of the assigned username. 4. Enter your preferred password. 5. Confirm your password. 6. Confirm that your address is correct. This is the address that ESS will use for all ESS correspondence. Changing this address will not update any other systems. 7. Click on the button. 8. You have activated your ESS user account and can now log in to the ESS application.

7 ESS User Training Account Activation and Navigation 3 2. LOGGING IN TO ESS As soon as your ESS user account has been activated, you will be allowed to log in to the ESS application. Click on the button: Enter your username and password and click on the button: If an incorrect password is entered five times, your user account will be locked and the ESS Administrator will have to unlock your account. If you cannot remember your password it is advisable to follow the steps to reset your password to avoid being locked out of ESS. Once you are logged in to the ESS application, the Summary screen will display.

8 ESS User Training Account Activation and Navigation 4 3. THE SUMMARY SCREEN ON ESS Once you are logged in to the ESS application, the Summary screen will display: Your name will display in the top right corner of the screen. The Summary screen consists of three main sections: navigation bar; side menu; and content area (summary section). 3.1 NAVIGATION OPTIONS You have the option of either using the side menu to the left of the web page or the navigation bar above the content area to access the various features of ESS. The available navigation options will depend on the ESS features which your payroll/hr department has activated. Navigation bar. Side menu.

9 ESS User Training Account Activation and Navigation SUMMARY AREA The Summary area consists of various sections with links to the following: the latest user release notes; requests in progress - all requests that are still in the workflow, i.e., requests that have been submitted but have not yet been approved by your final approver; saved requests - all requests that have been saved for future editing and submission; payslips and IRP5s - your latest payslip and IRP5 tax certificate; and historical requests - requests that have been posted to the payroll, deleted or declined. Click on the links in the summary area to: access your requests in progress; access your saved requests; view or export your latest payslip to pdf; view or export your latest IRP5 to pdf; view your requests that have been posted to the payroll; view your deleted requests; and view your declined requests.

10 ESS User Training Account Activation and Navigation 6 4. THE MENU OPTIONS ON ESS You have the option of either using the side menu to the left of the web page or the navigation bar above the content area to access the various features of ESS. The available menu options will depend on the ESS features which your payroll/hr department has activated. 4.1 HOME MENU Menu Option Logout Change Password Change My Settings Summary Description Click on Logout to properly close your ESS session. Click on Change Password to change your ESS password. Click on Change to change the address to which your notification s must be sent. If you are a manager/approver you can click on My Settings to activate Out of Office and nominate another approver to action requests on your behalf. Click on Summary to view your Summary screen. 4.2 EMPLOYEE MENU Menu Option Personal Detail Family Detail Payslips IRP5s Description Click on Personal Detail to view and change your personal information. Click on Family Detail to view and change your family/ beneficiary information. Click on Payslips to view your current and historical payslips. This functionality will only be available if your company implemented this ESS module. Click on IRP5s to view your current and historical IRP5 tax certificates. This functionality will only be available if your company implemented this ESS module.

11 ESS User Training Account Activation and Navigation LEAVE MENU Menu Option Apply For Leave Leave In Progress Copy Leave Request Leave Balances Leave Calendar Leave Report Cancel Posted Leave Description Click on Apply For Leave to apply for leave. Click on Leave In Progress to view how far a leave request has progressed in the workflow. Click on Copy Leave Request to copy the detail of requests that have been deleted or declined. Click on Leave Balances to view how much leave you have available. Click on Leave Calendar for a graphical view of your leave for a 13 month period. Click on Leave Report to view your leave requests in report format. Click on Cancel Posted Leave to cancel leave that has already been approved and posted to the payroll. 4.4 OVERTIME MENU The overtime functionality will only be available if your company implemented this ESS module.

12 ESS User Training Account Activation and Navigation 8 Menu Option Apply For Overtime Overtime In Progress Saved Overtime Requests Copy Overtime Request Overtime Report Description Click on Apply For Overtime to apply for overtime. Click on Overtime In Progress to view how far an overtime request has progressed in the workflow. Click on Saved Overtime Requests to view overtime requests that have been saved for future editing and submission. Click on Copy Overtime Request to copy the detail of requests that have been deleted or declined. Click on Overtime Report to view your overtime requests in report format. 4.5 CLAIMS MENU The claims functionality will only be available if your company implemented this ESS module. Menu Option Apply For Claims Claims In Progress Saved Claims Requests Copy Claims Request Claims Report Description Click on Apply For Claims to submit a claim, for example, a subsistence or a travel claim. Click on Claims In Progress to view how far a claim has progressed in the workflow. Click on Saved Claims Requests to view claims that have been saved for future editing and submission. Click on Copy Claims Request to copy the detail of requests that have been deleted or declined. Click on Claims Report to view your claims in report format.

13 ESS User Training Account Activation and Navigation VIEWS MENU Menu Option Documents Description Click on Documents to view all documents that have been attached to your requests, for example, sick notes. 4.7 HELP MENU Menu Option User Help Description Click on User Help to search for a topic you need more information on. 4.8 LOGOUT Menu Option Logout Description Click on Logout to properly close your ESS session.

14 ESS User Training Account Activation and Navigation PASSWORDS 5.1 FORGOTTEN YOUR PASSWORD If you have forgotten your password, you can request a password reset by clicking on the Forgot Password link on the Home menu: You will be prompted to enter your username and address to receive your new password via . Enter your username and address (as held in the ESS database) and then click on the button: The system will validate that the username and address matches the information held in the ESS database. If these validate, then a new system generated password will be ed to you. A message on the screen will indicate that your password has successfully been reset and that you will receive an with your new password shortly:

15 ESS User Training Account Activation and Navigation 11 Example of a password request Giuliana Willis, Please return to the site and log in using the following information. User Name: giulianaw Password: xkk:)7k>ol+z-- If you have any queries, please contact your Premier ESS Administrator at PremierEss@domain.co.za This was generated on Premier ESS v running on Premier Payroll v43a After logging in using the new password, it is advisable to change the password to one that is easier to remember.

16 ESS User Training Account Activation and Navigation CHANGING YOUR PASSWORD Should you wish to change your password or need to change the system generated password after resetting your password, this can be done after logging in to the application. When you are logged in to ESS, click on the Change Password link on the Home menu: You will be prompted to enter your current password, your new password and a confirmation of your new password. Click on the button when you have completed all these fields: The following message will display indicating that you have successfully changed your password:

17 ESS User Training Account Activation and Navigation LOCKED OUT OF ESS If an incorrect password is entered five times, your user account will be locked and the ESS Administrator will have to unlock your account. If you cannot remember your password it is advisable to follow the steps to reset your password to avoid being locked out of ESS (see section 5.1 Forgotten Password). The following message will display when you are locked out of ESS: Click on the out. button to notify the ESS Administrator that you have been locked