Summary

The Employee Self Service Setup window is used to configure the Employee Self Service Online Application.

Step by Step

1     Configure the Employee Self Service online application.

• Open the Employee Self Service Setup window (SS> Web Application Setup> Employee Self Service).
• The General tab is used to set up how employee requests submitted through the Employee Self Service online application will be processed.
• The Report Threshold field is used to enter the historical date limit for the pay stubs and W-2s that will be included on the site. Any pay stubs or W-2s generated before this date will not be available to ESS users.
  • ATTENTION: This date MUST fall on or after the date that your organization's Springbrook database was upgraded to Version 7.10 or above. If an earlier date is specified, the ESS online application will attempt to display pay stubs and W-2s generated in a prior, not-web-enabled Springbrook version. This could result in inaccurate or sensitive information being displayed when a web user attempts to access their pay stub or W-2 history.
• The HR Contact field is used to specify a Springbrook Role as the default HR contact role.
  • The user associated with the selected role will receive a contact notification if the employee that submitted the contact did so anonymously or does not have an HR Contact associated with their department.
  • Roles are created, maintained and associated with departments on the Role Maintenance window (SS> Security> Role).
• The Time Off Approver field is used to specify a Springbrook Role as the default time off approver role.
  • The user associated with the selected role will receive a time off approval notification if the employee that submitted the time off request does not have a supervisor associated with their employee record.
    • Supervisors are attached to the employee record on the Employee Maintenance window (PR> Maintenance> Employee> General tab> Supervisor field).
  • The time off approval notification will appear in the approver's My Tasks window. When the notification is clicked, the Time Off Approval window will open and the approver will be able to approve or deny the time off request.
    • The Time Off Approval window is also accessible from within the Payroll module (PR> Maintenance> Time Off Approval).
  • Roles are created and maintained on the Role Maintenance window (SS> Security> Role).
• The Flat Direct Deposit and Percentage Direct Deposit fields are used to attach direct deposit deductions to the employee record.
  • When an employee sets up their direct deposit account information in ESS, they can specify either a flat or percentage direct deposit type for each account. The deduction codes listed here will be displayed next to the specified flat or percentage direct deposit amount on the employee pay stub.
  • Deductions and benefits are created and maintained on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit).
• The W4 Forecasting Check drop-down menu is used to specify which check will be used to generate W4 forecasts.
• The ACH Layout and Print Layout drop-down menus are used to select the ACH and Printed check layouts that will be displayed when a user accesses historical check data through the Employee Self Service online application.
  • These fields will default to N/A and will not display any other options unless your organization is set up to use configurable checks.
    • You can set up the system to use configurable checks on the PR Setup window (PR> Utilities> Setup> Checks tab> Check Type field> Configurable or Configurable Long Stub option).
    • Once the system is set up for configurable checks, check layouts need to be created on the Report Layout Maintenance window (SS> Maintenance> Report Layout).
    • Once a configurable check layout has been created, it can be selected in the ACH Layout and Print Layout fields.
• Check the Generate timesheet lines on time off approval toggle to automatically generate time off line items on the employee's timesheet after approval.
  • The system will use the work period and scheduled days associated with the employee record to create the timesheet lines.
• Check the Notify department clerk on time off approval toggle to automatically send a notification to the employee's department clerk when a submitted time off request has been approved.
• Check the Require web approvals toggle to require approval for any changes an employee makes to their record through the Employee Self Service online application.
  • When this toggle is checked, any changes an employee makes through their ESS account will be added to the next available batch in the HR Web Approvals process (HR> Web Approvals).
• Check the Notify users on web approval toggle to automatically send a notification email to the employee when a submitted change is approved. This toggle is only active if the Require web approvals toggle is checked.
• Check the Allow anonymous contact toggle if you would like to provide your ESS users with the option to submit an anonymous message to the specified HR Contact.

2     Complete the Accrual Types tab.

• The Accrual Types tab is used to specify which accrual types will be available when an employee submits a time off request.
• Click the Create icon to add a new Accrual Type to the tab.
  • Accrual Types are created and maintained on the Accrual Type Maintenance window (PR> Maintenance> Accrual Type).
• The Web Pay Code column is used to associate a pay code with the accrual type.
  • When a time off request is approved, the pay code associated with the accrual type on the request will be attached to the time off timecard line item.
  • Click the Ellipsis icon to select a Pay Code. Every accrual type must have an associated pay code.
  • Pay codes are created and maintained on the Pay Code Maintenance window (PR> Maintenance> Pay Code).

3     Complete the Deductions tab.

• The Deductions tab is used in conjunction with the ESS W4 Forecasting process.
  • The W4 Forecasting process allows employees to forecast changes to their W4 details based on previous paychecks. Part of that forecasting process includes changes to deductions. Employees will only be able to forecast changes to deductions that appear on the paycheck the forecast is based on AND that appear on this tab.
• Click the Create icon to add a new deduction to the tab.
  • Deductions are created and maintained on the Deduction/Benefit Maintenance window (PR> Maintenance> Deduction/Benefit).
• Highlight a deduction and click the Delete icon to remove the deduction from the tab.
  • If the deduction does not appear on this tab AND on the employee's check, the employee will not be able to forecast changes to the deduction.

4     Complete the Templates tab.

• The Templates tab is used to specify which Personnel Action Form (PAF) steps will be displayed when the associated employee opens the Career Tracker page of the Employee Self Service (ESS) website.
• Click the Create icon to add a PAF template to the grid.
• Once a template has been added, the Steps section will automatically populate with the steps included in the selected PAF template.
• Check each step that should be displayed through ESS.
  • The first step in many PAFs will often contain information about who initiated the PAF. In order to keep this information confidential, this step should not be included in those that are displayed in ESS.
  • Review the PAF template in order to be sure the steps that will be displayed do not include sensitive or confidential information. PAF templates are created and maintained on the PAF Template Maintenance window (HR> Personnel Action Forms> PAF Template).
• Highlight a PAF template and click the Delete icon   to remove it from the list of templates that will be displayed in ESS.

5     Complete the Requirements tab.

• The Requirements tab is used to specify which employee information will be requested when a new user registers for an ESS account.
• The Mandatory toggle is used to specify which employee information fields must be completed before the employee is allowed to continue registration.
  • By system default, only Employee Number is marked as Mandatory.
• Check the Use toggle next to each field that should appear on the registration page.
• The Display Name, Display Tip and Edit Type columns cannot be edited.

6     Complete the Page Access tab.

• The Page Access tab will populate with the ESS pages that can be disabled. This list is determined by how the ESS system was initially installed.
• Check the Enabled toggle to enable a page. If the Enabled toggle is not checked, the selected page, and any ESS functionality associated with that page, will not be available to your users.

7     Complete the Explanations tab.

• The Explanations tab is used to set up the explanations that will populate the right side of many of the Employee Self Service pages. You can use these explanations to provide additional instructions, web site links and downloadable files for your users.
• Highlight an explanation and click the Modify icon to edit the selected explanation. This will open the Web Explanation window.
  • The Page Name and Data Description fields cannot be edited.
  • The Explanation Title field is used to enter the title of the explanation. This will display above the main explanation text in a larger font size.
    • Due to size restrictions, this field is limited to 32 characters.
  • The Explanation Text field is used to enter the primary explanation text that will display on the right side of the page.
    • This field is formatted using HTML (Hyper Text Markup Language) tags. While this field can accommodate up to 1024 characters, this includes the HTML tags themselves.
    • HTML tags are most often used in pairs. Only the words, phrases or paragraphs that fall between the opening tag and the closing tag will be affected. For example, in the following sentence, the words "username" and "password" would appear in bold text on the web page.
    • Here are a few of the most commonly used HTML tags:

• For a more comprehensive list of HTML tags, please refer to one of the many free, online HTML tutorials such as W3Schools.com. Here you can learn how to insert tags used to change font styles, create web site links and insert pictures.

• The Link Text field is used to enter the text that will display on the optional link below the explanation text.
  • This field is limited to 128 characters.
• The Link URL field is used to enter the web site address for the optional link below the explanation text. This URL must include the "http://" or "https://" address element.
  • The contents of the Link Text field will not be displayed if a Link URL is not specified.
• The File Description field is used to add a descriptive label to the downloadable file described below.
  • This field is limited to 128 alphanumeric characters.
• The File field is used to attach a downloadable file to the page. Users will be able to download this file by clicking the "Download" link that appears below the web explanation and link text.
  • Click the Clear File Attachment icon to remove a previously attached file from the web explanation.
  • Click the Download File Attachment icon to download a previously attached file. You will be prompted to select a save location for the file.
• Click the Save icon to save the Web Explanation and return to the Employee Self Service Setup window.

• You must click the Save icon on the main Employee Self Service Setup window in order to save any changes.