User Manual : ESS/MSS

The login is accessible through http://greaveserp.com.

Login screen for ESS/MSS. Preferably store the link as a favorite. Please note that Internet Explorer is must for running ESS/MSS.

Enter the user name and password, In case if you were entering the portal for the very first time, you would be required to change your password.

The opening screen for ESS/MSS which displays the universal worklist(UWL) for the user.

Quick Menu Employee Search Benefits and Payments Travel and Expenses Working Time Personal Information Section 80/80 C Deductions Learning Solution Appraisal Managers Self Service

Employee Self Service menu

The employee self-service has the tabs Employee search, Benefits and Payments, Travel and expenses, Working time and personal information. Employee Search

The above screen gets displayed if you choose employee search, which allows you to search for an employee across the company. At present user is not allowed to change his own data.

Enter the search criteria i.e. the first name or/and the last name

Click on search the results Sample output of the search results screen Back to Quick Menu

Benefits and payments

Click on Salary statement

This would appear only if the salary has been processed and exited Click on the (printer icon to print the salary statement). One can also click on the (save) icon to save the file.

Click on Form 16 and view your Form 16. Acrobat 8.0 is essential to view the report.

Claim advances

The process for medical as well as LTC claims is same. Using this one can apply only for claims at present and not for advances. Click on icon

Select the Reimbursement type i.e. Medical/LTC Enter the claim value and note for approver and Click Apply

Screen once the user applies, click on send

Click the desired approval and then launch Webdynpro

The universal worklist at the MSS User console Launch WebDynpro by clicking here

The screen at the MSS User

Click on the small black arrow at the begin of the employee code

Type in the taxable amt

Approve from the dropdown menu

Click on approve all and then review

Click on save records

Now the HR Administrator has to login in his SAP R/3 id and choose Human Resources --->Payroll--->Asia Pacific--->India--->Utilities--->Claims

Chose list of claims/advance request

Enter the request date

Tick claims, Click on execute

The required records would be displayed Now Choose update advance/claims request status

Enter the date

Tick claim, Click on execute

Choose the desired record which has to be updated, click on change the partially approved records to approved and then click on

Choose Infotype update after approved claim request

The effect of this transaction will appear in the payroll for the period processed. The process for LTC is exactly same except that the process date should be greater than the end date of the LTC. Back to Quick Menu

Travel and Expenses

Shows all the trips/expenses at a glance

The trips can be changed, copied and deleted

Create Travel Request

Click on review to review the changes and check for any errors. In case if the cost is to be debited to some other cost, please change the cost assignment also. One can also add any advances if required by clicking on edit advances

Choose save to save the request or save and send to save the travel request and send it to your approver.

The above screen is displayed, click on Display form to display the travel request form

This request will now go to the approver and seek his approval.

MSS User has to click on the travel request

At the MSS User console

The MSS User can either approve it, send for corrections or reject it altogether

The MSS User has sent it back for some corrections. This is at the ESS User console As the ESS user, he can either resubmit at a future date, forward

The ESS User can also reopen this and change/delete it.

Click on delete

Click to delete the request

In case if the trip was approved and once the date of trip has gone by, one can create a travel expense report by choosing Create Travel Expense Report from My Trips and Expenses

Click for travel expense report

Click the trip no and then click on Create Travel Expense report

Choose the trip Domestic or international and apply

Fill in destination of the trip(compulsory), change cost assignment if any, and edit advances. Record expense details for recording itemwise description of the expenses.

Fill in the required details and click on to check whether the entry is correct or not. Please note that the daily allowances for an executive according to his category are fixed into the system and a hard error will occur if the employee tries to charge more than his entitlement for eg.

Soft error in case of miscellaneous expense

In case of hotel and meals only a soft error will occur which would be however allowed by the system. Once an entry has been entered click on to proceed with the next entry.

Click on review to complete the report

Click on Save to Save only and Save and Send to save and send it for further processing

Click on Display form to display the form in PDF Format

This expense report will again to the approvers mailbox for his approval. He has to click on Approve trip to approve the trip. In case if expense report is without a plan, then choose Create Expense Report only.

For posting to accounting entries, the finance person has to Click on Human Resources->Travel Management->Travel Expenses->Period Processing>PREC-Settle Trips

Enter the required fields (encircled) and click on execute

The trip has been settled

Click PRFI-create posting run

Again enter the required encircled fields and click on execute

The trip has been settled and posted into accounts books

The travel expenses for the trip are now posted as seen from the above entry Back to Quick Menu

Working Time

Leave request

Choose the type of leave required, choose the date from and type in a note to the approver.

Send the note to the approver.

Screen for the note sent to the approver

The calendar will change to pink meaning note sent to the approver. It will change to blue once the leave is approved.

(For approver only) The above message will appear in the approvers worklist. The approver can either approve or reject it.

Sample screen

Approver can type in a note and then click on Review

Click on Approve Request

Approver can send his note back too.

Sample screen for the CL,PL,SL at a glance before approval.

After approval, the PL balance gets updated.

ESS applies for C/L

Send a note to the approver and then click on review The tasklist at the MSS console

In case if the approver wants to rejects the CL, click on Ram Nayaks Leave Request

Click on reject

Type in a note and then Click on review

Click on Reject Request

Message for the MSS User

Click here to see the rejected leave Tasklist at the ESS console

Team calendar for the entire group

ESS User can delete his approved leave request also. Color will change to red after deletion is requested. Choose delete and submit. The MSS user can click on the tasklist to approve his deleted request.

Personal information

Click on addresses and edit the changes

Click on bank changes and edit the changes

Click on Family member/dependents and edit the changes if any

Click on personal data and edit the changes if any.

Click on personal id and edit the changes if any Back to Quick Menu

Section 80/80C Deductions

Section 80 details. Click on change the details.

Edit the amounts and click on and save.

Changes have been reflected in R/3

80c deductions screen, click on change to make the changes

Make changes and click save. It is reflected in SAP R/3 Back to Quick Menu

Learning Solutions

By using this, the user can book participation for an event. Click on the course catalog. Click on the Personal Skills Development Workshop

At the bottom of the screen, there is an option to register for the course. Click on it.

Brief information about the course would appear, click on Request Participation. A message comes as follows to confirm participation

Click Ok to proceed further.

A confirmation screen appears

For MSS User

Approve participation comes on the screen waiting for approval.

The MSS User can approve/reject participation. If Approve is selected, the following screen appears

Once approval is done at the MSS User side.

The learning solution screen displayed at the ESS user Now suppose, the user would like to cancel his participation for the course, then he has to click on the course name and then click on the tab below

A confirmation screen appears

Click Ok to proceed further.

Cancellation confirmation

The above screen would appear. The Booking cancellation requested would disappear once the MSS User approves the booking cancellation.

At the MSS User universal tasklist the following screen appears

Click on Approve Cancellation

The MSS User has approved cancellation

The learning solution screen once the MSS User approves the cancellation

The line record for the workshop has now disappeared It may also be possible that MSS User can reject participation of the course.

MSS User can also reject participation of the user.

Please note that if the MSS user does not approve/reject participation of the user by a due date, then the participation is automatically considered booked.

Click on My training activities to have a look at the training activities

Back to Quick Menu

Appraisal The steps are like this ESS User(Appraisee) creates an appraisal document and send it to MSS User(Appraiser) for his approval. The BG/Unit heads name and the HR administrators name must be mentioned in the document Appraiser reviews the appraisal document During mid-year review, the appraiser fills up the mid-year feedback and sends it to the appraiser Appraisee self-appraises himself and sends the document to his appraiser Appraiser gives the final score, saves it to see the final score and sends it to the BG/Head or the Regional Manager Regional Manager gives a score and send the document to the HR Administrator HR Administrator gives a final score to complete the appraisal cycle Opening screen for Appraisal

Choose appropriate template from the drop-down box templates and then click create

Enter the validity period

Choose the reviewer and the HR administrator

In the text box, type the name or wildcard and then submit, a list appears as

shown at the extreme right, click on to transfer the name. Please note that this process is very important Click on Define Objective to define the objectives

Enter the job responsibilities and objective in the text box

The appraisee has to fill in the job responsibilities and the KRAs for himself. Click on to forward it to the appraiser. The weightages are to be filled up by the appraiser.

Note: The MSS User has to click on the Appraisal tab in his login and not on the universal tasklist to make corrections in the appraisal.

Click on the Appraisal Document name to open the appraisees KRA.

The above screen appears, MSS user can review the changes and give the weightages also. Please note that in case objectives are not filled, use the delete button to remove the objective. This is mandatory.

The appraiser can edit/delete the set objectives and the weightages. The appraiser has to click on review. The document will be in the inbox of the appraiser. Once the mid-year feedback time comes, the appraiser has to open the KRA form, fill-in the mid-year feedback and send it to the appraisee(employee) by clicking on

Mid year feedback

During midyear, the appraiser clicks on the appraisal template and does the mid year review of the appraisee.

Sample screen for mid year feedback

The appraisee has to click on open and then click on the appraisal template.

Self-appraisal screen to be filled in by the appraisee The users have to self-appraise him and then click on to exit.

This comes back to the appraiser who fills in the final scores and clicks on save. The final scores are displayed, after which the appraiser has to click on to send it to the BG/Unit head. Final marks

The KRA now goes to the regional/unit head

BG Head screen for part appraisal

The BG Unit Head has to fill in the final scores from the drop down list only and would not be able to change any other objective/score. Once the final score is entered, the BG Head has to click on close the part appraisal and send it to the HR Administrator The HR administrator has to choose the document to

and then choose

No changes can be done and the HR administrator has to login using

Enter the final grade and click on

The screen at the user side The appraisal cycle is now complete. Back to Quick Menu

Managers Self Service

Shows the universal worklist of the MSS User

Second screen showing the attendance details and date of births within the team

Click on General information to have an overview

Back to Quick Menu