The employee self service feature facilitates employees to enter/edit their personal details. The data recorded or the changes made by the employees can be submitted for zero/single/multiple level authorization, as per the workflow settings.
The Employee Self-Service feature has become an increasingly accepted and welcome usage in enterprise applications. This widening popularity is driven by large-scale reduction in administration costs, better utilization of the administrative staff by diverting their time to more productive purposes, and increased accuracy of information. An Organization can reach out to its employees, which will also boost the morale of the Employees. After the Employee File is created, the need arises to record the personal details pertaining to the new recruit.
There could be two ways in which Self Service could be used.
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The HR User records the personal information. The employee can request for a change in personal details entered by the HR user, which can be sent for authorization.
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The employee can login and enter all the personal details through Self Service, which could be submitted for authorization.
When the employee makes the changes through Self Service, there is a facility to track the changes. An ‘Asterisk’ ( * ) would appear near the information that has undergone any modification. The authorizer can thus identify the changes and decide whether to authorize or reject the same. The changes can be configured for zero/single/multiple levels of authorization.
The employee self service option is provided in the following personal information areas:
Personal Information: The system displays the employee details recorded in his/her employee file in this page by default. You can modify all the details entered in the employee file except the Date of Joining and Employee Code. In addition to these details, Separation Date and Rehire Date are also displayed on this page. Date of Birth, Confirmation Due Date, Actual Confirmation Date, Gender, Marital Status and Ethnicity, Emergency Contact Information for the Employee can be recoded as well. History of changes made can also be tracked. There is a facility to upload the photograph of the employee.
Contact Information: You can record the complete address and other contact details under different Contact Types, like Permanent, Holiday, Temporary, Communication, etc. Note that one of these addresses should be tagged as the primary address. You can also record the email, phone and fax number details. You can also maintain a history of modifications.
Identification Information: Details regarding employee’s blood group, identification marks, height, weight etc., can be recoded. Information about documents relating to the Identity of the Employee like Passport and Driving License can be recorded through this activity. These details pertain to the Document Id, validity period, Date and Place of Issue and Issuing Authority etc. You can upload the photograph of the employee through this activity also.
Family Member Information: Through this activity, you can record details about the family members of the employee. This information can be used for computing insurance related benefits to the employee’s family. The details recorded in this activity are: Name, Date of Birth, Relationship, Gender, Dependent Status, Occupation, Marital Status, etc. Other details like whether the Relationship is current, Relationship End Date are recorded for the purpose of administering certain kinds of benefits. You can also maintain a history of modifications.
Competency Information: Through this activity, you can record the competencies possessed by the employee along with possessed level and validity period. If there is a three-layered Competency model then the same details can also be entered at the competency element-level. There is a facility to view the assignment-specific Competencies so as to compare what the employee actually possesses and what he/she is expected to possess as part of his/her assignment. You can also maintain a history of modifications.
Qualification Information: The employee’s qualifications can be recorded along with details like the Qualification Type (Professional/Technical), Qualification Level (Undergraduate degree, Postgraduate degree, Diploma, Doctorate, Certificate, License), Specialization, Minor, Major, Month and Year of Passing, Nature of Qualification (Fulltime/Part-time/Distance-education), Institution which has awarded the Qualification, Duration of the course, Percentage/GPA, Class, Valid Dates (applicable for Licenses). Relative Importance of one Qualification with respect to another can also be given. History of changes made can be maintained. After the successful Completion of training, there is a facility to update the qualifications acquired as part of the training.
Work Experience Information: Details regarding the employee’s previous work experience in one or more Organizations can be captured here. The name of the Organization, the date from and till which he/she served in that Organization, Organization Type (Private/Government), Industry Type or Sector (Chemical/Engineering/Pharmaceutical), Job and Department, Equivalent Job within the current Organization and Remuneration along with Currency. Relative Importance of each Organization can be recorded. Employee can choose to enter relative importance on the basis of its relevance to the current assignment, instead of maintaining a chronological sequence.
Reference Information: Details regarding the reference type (Personal/Professional), name of the person who has referred the Employee, the Organization to which he/she belongs, position held, contact details, reference Date and remarks can be recorded as part of reference Information. HR remarks and whether the reference check has been completed can also be recorded. The legal history of the employee like whether the employee has been convicted for felony and if so, the details regarding the same can be recorded here.
Language Proficiency: Information relating to the proficiency of the Employee in various Languages can be entered. The Mother Tongue of the Employee can be recorded. Even though Proficiency Level is recorded against each Language, it would be useful to record whether the Employee can Conduct business in a Language.
Information on Hobbies: Through this activity, you can record the hobbies of the employee and other interests along with details like the hobby category (Amateur/Professional/Expert), Level of Representation (National, International, University, League), achievements if any and whether the employee is currently pursuing the hobby or otherwise.
Military Service Information: Through this activity, you can record the military service details of the employee, if he/she has served in the armed forces. You can record details like the date of entry into service, date of release from service, field of service (Army/Navy/Air Force), service number, trade and latest rank held etc. Information about field assignments undertaken by the employee can also be recorded. The details you can record include the description of the field assignment, the duration of the assignment, type of service (Active Service, Reserve Guard, National Guard) and service category (Officer/Enlisted).
Disability Information: Through this activity, you can record the details about a disability, if any, from which the employee may be suffering from like the extent of the disability (Partial/Complete) and the concessions that could be granted etc. This information could be used in extending benefits to the employee.
Getting familiar with the activities inside
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Go to activity… |
...to carry out task |
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Authorize Changes in Employee Information |
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Self Service |
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Request Change in Personal Information |
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Request Change in Contact Information |
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Request Change in Identification Information |
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Request Change in Information on Family Members |
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Request Change in Competency Information |
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Request Change in qualification Information |
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Request Change in Work Experience Information |
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Request Change in Language Proficiency Information |
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Request Change in Information on Hobbies |
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Request Change in Military Service Information |
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Request Change in Disability Information |
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Assess Competencies of Subordinates |
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View Employee NS Details |
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Initiate Employee Transfer |
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Authorize Employee Transfer |
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View Contact Information |
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View Family Information |
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View Personal Information |
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View Air Passage Details |
