ESR Self Service
ESR enables every member of staff to view and maintain their own
records, and to instigate actions that will improve their personal
development
Overview
ESR’s self service capabilities enable any staff member to access the system through a
simple browser-based interface. Little or no training or support is needed to use these intuitive
facilities. ESR can also be locally configured to enable the automatic creation of user
accounts for Employee self service as part of the hire process. The flexible approach means
that user responsibility profiles can be issued to meet organisational needs, making it even
easier to allocate functionality to the workforce.
All employees have the ability to view and update their personal information, such as
emergency contacts and bank details. They can also view payslips, request annual leave,
participate in a Development Review, browse learning opportunities and request enrolment on
courses.
Managers have access to additional functionality and controls. For example, approving
employee requests maintaining assignment information (with the correct access) and
maintaining personal information. A Workflow system is used to route actions from one staff
member to another.
Benefits
Employees can access information and instigate actions including:
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View and update personal information, such as emergency contacts, address and
bank details.
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Request annual leave
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View payslips.
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Maintain skills and qualifications.
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Review opportunities for learning and development, and enrol on training courses.
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Using the e-Learning responsibility Employees can access a wide variety of national
e-learning material and any locally added courses.
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Participate in online Development Reviews.
Managers can access information and instigate actions, including:
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Approving requests and changes made by employees.
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Recording contractual changes (with the correct access) – hours, position grade etc.
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Recording transfer, promotion or termination of employees.
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Conducting online Development Reviews.
Workflow is used to route information between users (employees and managers) according to
defined business rules. Each staff member has a Notification “Inbox” that holds any pending
actions, such as a request to enrol on a course, and it also shows the current state of a
process in which that user is involved. Users also have the option to receive an e-mail to
advise them of new open workflow notifications requiring their attention.
Different User Responsibility Profiles control the levels of access and functionality available to
users:
„
Employee: Allows read and write access to a particular subset of the employee’s
personal information, and the instigation of employee self-service actions.
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Learning User: Allows user access to the learning aspect of employee self service
only, to view training history and enrol on learning.
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e-Learning User: enables users to play and enrol on e-Learning offerings available
from national providers, and those locally maintained.
„
Manager (with payroll approvals): Provides full access to all the manager self-service
functionality and employee data.
„
Manager (without payroll approvals): Identical to the above but any changes that
have a payroll impact (hours, grades etc.) must be approved by another nominated
person.
„
Supervisor: Provides limited access by removing the ability to amend payroll-related
information and to end employment.
„
Administrator (with payroll approvals): Provides full access to all the manager selfservice functionality and employee data with flexible options to inform the manager of
changes made or request further approval.
„
Administrator (without payroll approvals): Identical to the above but any changes that
have a payroll impact (hours, grades etc.) must be approved by another nominated
person.
The following illustrates the use of Workflow, and the way in which Self Service integrates
with other ESR capabilities:
What it looks like
The examples below show some of the major uses of Self-service, ie:
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Learning Management
Talent Management
Manager updates
Employee updates
Learning Management
Employee Self Service Learner Home Page
In this example, an
employee is subscribing to a
predefined learning path.
This groups together courses
which, when combined, can
offer a particular development
programme.
Employees and managers can subscribe to a learning
path defined centrally by the Organisation, or create their
own. This allows a fully flexible approach to learning.
Employees, once subscribed to a learning path can then
search for classes delivered by their preferred method of
learning e.g. e-Learning, Classroom based etc and suitable
dates and times as applicable, and requesting enrolment.
Talent Management
Manager Adding Competencies to an Employee's Profile
In this example, a manager is
updating an employee’s competency
profile with newly achieved
competencies. The Organisation will
need to consider if any local
competencies are required, and set
these up before they can be allocated to
employees.
With the input of Talent Management
information at source, both via the manager
and employee, a more comprehensive
picture of the skill sets that exist within the
workforce of an organisation can be
achieved, while reducing the administrative
burden on central functions to enter and
maintain this data.
Manager Updates: Change of Hours
Manager Self Service: Change of Hours
Information of a change of hours is
entered by the manager and submitted.
If the manager has permission to make
such changes without approval, then
this is updated in ESR with immediate
effect.
The ownership and responsibility for
maintaining employee contractual variations is
transferred to the line manager and data is
input at the source. Because ESR is a realtime system this data is effective straight
away.
Employee Updates: Requesting Annual Leave
Employee Annual Leave Request
In this example, an employee is
requesting annual leave. This request will be
sent to the employees manager for approval
using a workflow notification. The employee
has the ability to view a summary of all their
absences and also review their remaining
annual leave entitlement.
Online Payslip
Employee Online Payslip
It is possible to view a
payslip online – this is In
addition to the traditional
paper copy. A full payslip
history is available, so
employees have an
efficient and easy to use
method of checking their
payments to date.
Further Information
Further information can be obtained from the links below:
Links
ESR Website
ESR User Manual (N3 Only)
Kbase