Getting more from the ESS

The People Inc. ESS module can be configured to provide access to just a handful of core features. Organisations often limit the functionality made available during the early phases of the implementation of this module; this approach helps to keep things simple and minimises the number of queries raised by users.

Once staff are familiar with the core functionality, it is then easier to introduce further features and benefits. These can be rolled out during later phases of the implementation as required. Detailed below are a selection of the features that are regularly enabled within the ESS once the system has been established.

To begin with, most organisations will elect to display some very limited employee information via the Employee Self-Service module, but will deny access to historical records and file attachments. In addition to this, access to absence calendars and the holiday request feature is usually also provided. This is sufficient for the pilot phase of any ESS implementation, but access to the Employee Directory and the News feature are often also enabled from the outset. This selection of just 3 or 4 features provides the perfect foundation for the initial implementation.

Managing Personal Details

Organisations can ask employees to use the ESS to review their own details (details recorded within People Inc.). If this information needs updating, a series of screens are available to enable employees to submit the changes themselves.

• Contact Details – employees can review and update their contact details using this ESS feature. When this happens, staff (for example payroll staff) are notified via e-mail and the system keeps a full history of changes.
• Emergency Contact and NOK – employees can also review and manage information about contacts. This means that they can keep these details up-to-date, for example, when one of their contacts changes their mobile phone number.
• Bank Details – if an employee changes bank (and wants their salary paid into the new bank), this feature enables then to update the information held in the system. Once again, staff (for example payroll staff) are notified automatically via e-mail and the system keeps a history of changes.

Options for System Access

Most ESS users will access the ESS using their PC at work, and most will provide a username and password to log in. A number of tools are available that provide organisations with more flexibility on system access.

Single Sign-on – when the SSO option is installed, users access their ESS account using their Windows credentials. For users who are already logged into their PC at work, access to the ESS is seamless. Click here for more information.

Password Policies – users can specify rules relating to ESS passwords (minimum number of characters, include upper-case, lower-case, numbers, special characters, specify that passwords must be changed on a regular basis, 2-factor authentication).

Mobile Access – a number of ESS features are particularly effective when accessed from a mobile phone (rather than a PC). For example, the Employee Directory and the Expense Claims tools make more sense when accessed from a phone.

When a user logs in, the ESS automatically presents them with screens designed for the device they are using. The layout and format of all the ESS system screens have been optimised for both PC and mobile phone use.

Out-of-Service feature - ESS access can be granted to employees for a period of time both before they join the organisation, and after they leave. The out-of-service access-profile controls the level of access available to users at this time (this is usually restricted to a few screens or features). This feature enables staff to complete pre-employment forms, upload documents, and access documentation and records after they have left.

Styling

Content and Layout – the bands and shortcuts can be tailored for each organisation; items can be added/hidden and bands can be repositioned on the screen. Employees and managers can be given access to different features, and mobile users can see a simplified selection of features if required.

Styling (branding) – the colour-scheme, fonts and logos can be set up to match the organisations brand. HR can take things further and set the ESS up to convey a clear message to staff.

Providing Access to Documents

Employee Documents – adding in an employee documents screen for line managers to use helps to ensure that personnel information is only stored centrally (in a secure location, to comply with GDPR). This also provides a simple way to gain access to HR documentation created or updated by line-managers

Online Payslips – saves on the cost of printing and distributing pay slips by providing employees with access to both current and historical pay slips (held in an electronic format).

Pay slips are attached to employee records in monthly (or weekly) batches using a Wizard designed specifically for this purpose. It is also possible to attach copies of P60s in the same way.

Click here for more information.

HR Policy Sign-off – when a member of staff joins the organisation (and at various times later in their employment) they will be asked to read and sign-off a selection of employment policies. The HR Policy sign-off tool automates this process.

Different policies can be assigned to staff based on their role, and when a policy is updated the system notifies staff that they need to read (and sign) the new version. Automated notification messages are sent via e-mail. Click here for more information.

Communication

The Employee Self-Service module includes a number of tools designed to improve communication with staff.

News Ticker – provides HR with the means to communicate with employees and managers and provide details of HR-related updates and other information. Message can be added quickly and easily via the People Inc. System.

Indicators – where action is required by a member of staff, an Indicator is an effective way to highlight this on-screen. Different styles of Indicator can be used to show progress on projects.

Employee Directory – this tool provides employees with access to contact details for their colleagues and provides an indication of availability (based on work-pattern and absence bookings). Employees can mark themselves as unavailable if they are busy (or perhaps working from home).

Absence Management

A range of ESS features are provided to help manage the various categories of absence from work.

Holiday Requests – a holiday request feature provides users with an easy-to-use tool to request leave. This simplifies the withdrawal and the approval of requests (providing access to the absence bookings in a calendar during the approval process).

Holiday Purchase-Sale – where staff are permitted to buy or sell leave, this feature is used to submit and process the requests. Once approved, the employee’s holiday allowance is updated automatically.

Toil Registration – if an employee is asked to work outside their normal work pattern, this feature can be used to request time off in lieu. Requests are routed to their line-manager for review, and once approved, the employee can book the time off (in the normal way).

Sickness Registration (and Return to Work) – this feature is used to register sickness absence (when a member of staff calls in sick). This is usually done by the employee’s line manager. On their return the employee can then complete a return-to-work form.

Employee Attendance

Timesheets – this add-on enables employees to record details of the hours they have worked (including breaks). Individuals add their own timesheet data, and these are routed to their line-manager for review before the data is extracted and used in the payroll.

Online Clock – this feature is used in conjunction with the People Inc. time & attendance module to allow employees to clock in and clock out using their PC or mobile phone. Where job costing is implemented, employees can also log that they have started a new job using this clock.

Departmental Timesheets – this version of the timesheet tool is designed for use by team-leaders (rather than by individual employees). Timesheets are submitted for the entire team for each pay-period, and details of overtime can be included.

Training Management

Training Registration – this ESS screen enables employees (or if preferred, just line-managers) to add training needs and information about the training courses that they (or members of their team) have attended. Entries added in this way update CPE/CPD totals automatically.

Training Matrix – this tool provides line managers with an overview of the training records for their team. This enables them to identify gaps and training that needs a refresher course. The matrix uses a colour-coded (traffic-light) system to highlight issues.

While the Training Matrix is included as standard with the ESS, there is also a version of this tool that can be accessed from within the People Inc. system itself. Click here for more information.

Scheduling and Managing Tasks

Action List – this screen is used to record and manage employee-related actions. Action list entries can be system generated and assigned to a specific user (end of probation, training expiry), or they can be added manually (arrange meeting to discuss progress, look again at job role).

Team Calendar – a configurable calendar designed to display information about staff commitments so that other team members are aware of these. Holidays and absence, training courses, and shift information can be displayed automatically, as well as anniversaries and other key dates.

Reporting

Reports – reports designed to help line-managers look at the performance of their team can be shared via the ESS. This can include a summary of time lost due to absence, details of training needs, and a schedule for appraisals. Reports are based un up-to-date records and available on demand.

Statistics – the online statistics feature provides line-managers with dashboard-style reporting based on data taken from the system for the groups they manage. The feature displays an overview of HR-related metrics in a visual or graphical format including attendance, absence, etc.

Add-on Features

Questionnaire Appraisals - this add-on generates questionnaire-based appraisals completed by each employee and their line-manager. A variety of different types of question can be includes in an appraisal and questions can vary depending on the job the employee does.

Expense Claims - employees can record and submit details of their expenses via the ESS (including images of receipts). Expense claims are passed for approval before the details are passed to finance or payroll for payment. Click here for more information.

Pension Auto-Enrolment - a feature to help manage the pension auto-enrolment process, ensuring that employees are re-enrolled in a pension scheme, this tool can also be used by employees to opt-out. Click here for more information.

Custom Forms

Custom forms can be added to the ESS to help manage processes, requests and the flow of information. For example:

• Clothing Request – where branded clothing (or PPE) is issues to staff, employees can submit requests for additional clothing via an online form (specifying size, preferred colour, etc.). Requests are automatically routed to the correct person for processing (and updated when fulfilled).
• Ideas and Suggestions – using an electronic form, staff can submit details of any improvements to working practices or working conditions that they have identified. The entry can then be revisited (by the employee) to keep them up-to-date on progress made. Click here for more information.
• Accident at Work – provides staff with the means to report details of any accidents as soon as the incident occurs (while the details are fresh in their mind). Photographs can be uploaded with the report, and health and safety staff can be notified automatically via e-mail. Click here for more information.
• Training Evaluation Form - following any employee training session, delegates can complete a feedback form online (via their ESS login). Staff can then analyse the effectiveness of training and address any issues raised by delegates. Click here for more information.
• Flexible Working Requests - staff can use an ESS form to submit a request for flexibility in the way they work. This might be a request to change the hours they work, a request to work from home, or a request to job-share with a colleague. Click here for more information.

More Information

If you would like to learn more about the optional Employee Self Service features and how they can help manage HR activities, please contact us on 01908 265111, or click the button below to request a call-back.

Related Features

The People Inc. ESS module provides a range of features designed to help HR engage with employees. Links to some related information are provided below:

Employee Self-Service

The People Inc. ESS module provides organisations with a range of features and benefits.

Updated ESS

New features include in the updated People Inc. Employee Self-Service module - June 2021

Benefits of ESS

A summary of the benefits of implementing the People Inc. system together with the ESS module.

Discover more about these topics

• Self-Service
• Employee Access
• ESS

External Resources

Listed below are some links to additional information about Employee Self-Service. The links go to pages on external websites. These links are given for reference only.

• ESS Pros and Cons (www.personneltoday.com) - External Link.

• Employee Self-Service (www.wikipedia.org) - External Link.