Employee Self Service

Overview

Employee Self-Service is designed to enable employees to access their personal information and make changes to non-payroll specific data. This includes enabling employees to complete training applications, travel requests and approval submissions, vacation leave (requests and approvals) and other requests as configured by the organization.

Objectives and Benefits

The Employee Self Service module can be configured so that employees access the FreeBalance (CSSS) Employee Self Service module online, via http or secure https connections.

Internal Job Board

The “Internal Job Board’ feature of Employee Self Serve allows employees to search for information about available positions on their own. Employees are able to lookup the positions and organizations they prefer using the lookup feature and can choose the language of their preference.

Career Planning

Another aspect of Employee Self-Serve is the Career Planning feature which allows employees to use tools to plan out the courses they would like to take, what types of skills they would like to acquire and aids them to fully layout a plan for their long term and short term professional goals.

Training

This aspect of Employee Self Serve allows employees to search information that they would like to receive on training that is available to them. There are three sub aspects to this and they are:

Registered Training: Employees are able to view course statuses, costs, start dates, size, manager, provider, location, and other information.
Apply for Training: Allows employees who know of a specific course to directly access the Employee Training Application
ESS Course Catalog: Allows employees who do not know of a course specifically to search through the Training Course Catalog

ESS Disciplinary Case

Overview

The objectives of the Disciplinary Module is to ensure a fair and consisten approach to enforcing standards of performance and conduct. It provides a framework to guide the behaviour and conduct of civil servants. The module helps correct behaviour and encourage improvement among civil servants whose performance or conduct is unsatisfactory. It helps in resolving disciplinary cases fairly and as quickly as possible.

Navigation

Human Resources ► Employee Self Service ► ESS Disciplinary Case

ESS Disciplinary Case Screen Fields

Fields	Description
Id	System generated, unique key.
Workflow Status	Workflow ststus of the ESS Disciplinary Case.
Date Opened	Default is system date. Can be changed by users.
Date Closed	Default is system date when the status is changed to a final state.
Is Grievance	Boolean flag for Grievance.
Grounds for Disciplinary Action	To indicate all the possible grounds for a disciplinary case.
Employee	Employee reference field.
Entered on behalf of	The employee who wishes to have a disciplinary case, not necessarily the employee doing the data entry, could be a supervisor or someone else.
Allow Modify Explanation	If the boolean flag is true system allows to modify explanation.
Language	Language use to enter the description fields.
Explanation	Detailed explanation of the dispute.
Employee Explanation	Employee's explanation.

Financial Disclosure

Overview

Financial Disclosure is a module which will be a part of the FreeBalance Civil Servant Management, Human Resource family. It will be designed on the declaration and publication of information about revenues, financial commitments and assets of persons occupying political and other special government posts, as well as their close relatives. It will also meet the Regulations on the procedure, terms and the timing of the declaration of the revenues, financial commitments and assets of public servants (civil servants) and their close relatives, inventory, store returns and the publication of the information contained therein.

Financial Disclosure Declaration

Overview

This feature contains the information related with the personal, position and organizational information of the civil servant (e.g. address; position, institution) and also the information related with the number, period of declaration and status as well. The main concept is to enter the Employee ID, and the system automatically fills in the fields, using the information stored in the Employee, Organization and Position entities of the CSM.

Navigation

Human Resources ► Financial Disclosure ► My Declaration Form

Financial Disclosure Declaration screen fields and tabs

Fields	Description
Code	Unique identifier, generated by system. This field is read-only
Workflow Status	Shows the present status of the Disclousre Status. This attribute takes one of the following values: 'Created' 'Submitted' 'Confirmed' 'Modified' 'Analyzed' The default value is 'Created'. This field is read-only
Declaration Year	Reference to Declaration Year ID and automatically assigned by the system taking the value when Is Current Schedule is 'true'. This field is read-only
Employee	Reference to Employee ID. Can be selected by using the lookup function.
Declaration Type	Allows to select type of Declaration. This attribute takes one of the following values: Current Employee New Appointed Employee Dismissed Employee Former Employee First Year Former Employee Second Year The default value is 'Current Employee’ This field is Read-only
Start Declaration Date	Contains the start date to declare. Automatically assigned by the system taking the value from Schedule Start Date attribute from Declaration Schedule Entity and allowing the user to modify it. This field must be greater or equal to Schedule Start Date and also be less or equal than Schedule End Date.
End Declaration Date	Contains the end date to declare. Automatically assigned by the system taking the value from Schedule End Date attribute from Declaration Schedule Entity and allowing the user to modify it. This field must be less or equal than Schedule End Date and also be gather or equal than Schedule Start Date.
Employee Assignment	Reference to Employee Assignment ID. Can be selected by using the lookup function.
Date Of Declaration Submission	Contains the Date when the Declaration was submitted. This field is read-only.
Expected Date Of Declaration Submission	Contains the Expected Date of Submission based on the Declaration type. This field is read-only.
Date of Declaration Confirmation	Contains the Date when the Declaration was confirmed. This field is read-only.
Is Declaration Submitted Late	Default value false. It is a flag used to specify if a Declaration was submitted late. This field is read-only.
Modified By	Reference to Declaration ID. This field is read-only.
Was Excluded	Default value false. It is a flag used to specify if the Declaration was excluded from the declaration analysis This field is read-only.
Had Incidents	Default value false. It is a flag used to detail the incidents found after declaration analysis. This field is read-only.
Total of Revenues	Contains the amount total of revenues from the declarant. Automatically calculated by the system after each revenue was saved (added, updated or deleted) in the Revenues Information entity, attribute Revenue Amount. This field is read-only.
Total Of Immovable Assets	Contains the total amount of immovable assets from the declarant. Automatically calculated by the system after each immovable asset was saved (added, updated or deleted) in the Immovable Assets Informationentity, attribute Ammount of Asset. This field is read-only.
Total Of Movable Assets	Contains the amount total of movable assets from the declarant. Automatically calculated by the system after each movable asset was saved (added, updated or deleted) in the Assets Information entity, attribute Amount of Asset. This field is read-only.
Total of Commitments	Contains the amount total of commitments from the declarant. Automatically calculated by the system after each commitment was saved (added, updated or deleted) in the Commitments Informationentity, attribute Amount of Principal Debt Repayment. This field is read-only.
Total of Commitments Unpaid	Contains the amount total of commitments unpaid from the declarant. Automatically calculated by the system after each commitment was saved (added, updated or deleted) in the Commitments Informationentity, attribute Amount of Principal Debt Balance. This field is read-only.
Revenue Information tab	Contains the information of the revenues declared in monetary terms and also includes the revenues received in form of assets.
Share Capital Asset Information tab	Contains the information of the share capital assets declared as an asset transferred in the authorized capital of economic entities to which the claim right can be applied. And also contains the information of asset transferred in a trust manager (while serving in public service).
Immovable Asset Information tab	Contains the information of the immovable assets declared.
Commitment Information tab	Contains the information of the financial commitments that the civil servant has acquired and currently is paying and declared as well.
Movable Asset Information tab	Contains the information of the movable assets declared.
Relative Information tab	Contains the information of the relatives (spouse, parents, children, brothers) of civil servant that depend financially on him.
Attachments tab	Allows to attach documents related with the declaration.

Commitment Information tab

Overview

This entity contains the information of the financial commitments that the civil servant has acquired and currently is paying and declared as well.

Commitment Information tab screen fields

Fields	Description
Sequence Id	Unique identifier for revenues information, automatically assigned by the system. This ID is unique per Declaration, re-starting the sequence with 1 for each Declaration. This field must be Read-only
Commitment	Reference to Financial Commitment Type ID
Source Of Commitment	Contains the name of the creditor or loan giver
Agreement Issue Date	Contains the date of issue of the agreement
Agreement Number	Contains agreement number that justify the source of commitment or the place where comes from.
Obligation Start Date	Contains the start date of obligation
Obligation Expiration Date	Contains the expiration date of obligation
Obligation Currency	Reference to Currency Code
Amount Of Obligation	Contains the amount of obligation
Amount Principal Debt Repayment	Contains the amount of principal debt repayment. It is Calculated from (Amount of Obligation * Percentage of Principal Debt/100).
Percentage Principal Debt Repayment	Contains the percentage of principal debt repayment. The value allowed must be between 0 and 100 . It is Calculated from (Amount of principal Of Debt Repayment * 100) / Amount of Obligation.
Amount Principal Debt Balance	Contains the amount of principal debt balance This attribute should be Read Only. It is calculated from Amount of Obligation - Amount of Principal Debt Repayment.
Percentage Principal Debt Balance	Contains the percentage of principal debt balance. The value allowed must be between 0 and 100. This attribute should be Read Only. It is calculated from ((Amount of Obligation - Amount of Principal Debt Repayment) / Amount Of Obligation) * 100
Is Obligation Outside Country	Default value FALSE. Is a flag that will be used to indicate if the obligation is inside country (FALSE) or outside country (TRUE)
Country	Contains the country of the income.

Immovable Asset Information tab

Overview

This entity contains the information of the immovable assets declared.

Immovable Asset Information tab screen fields

Fields	Description
Sequence #	Unique identifier for revenues information, automatically assigned by the system. This ID is unique per Declaration, re-starting the sequence with 1 for each Declaration. This field must be Read-only
Asset	This entity contains the information related with the type of assets (immovable) that civil servants should declare as owners (e.g. house, apartment, villa, land, garage; building, block, workplace). Reference to Asset ID. Can be selected from the dropdown list.
Is Market Value	Defines if the Amount represents a Market Value. The Default Value is FALSE.
Asset Currency	Reference to Currency Code
Amount Of Asset	Contains the amount of asset declared.
Share Percentage	Contains the Percentage of Shares. The value allowed must be between 0 and 100
Area In Square Meter	Contains the Area of the unmovable property (in square meters)
Agreement Type	Contains the type of agreement
Agreement Issue Date	Contains the date of issue
Property Registry Number	Contains the Property Registry Number
Is Location Foreign?	Default value false. Is a flag that will be used to indicate if the location of asset is inside country (false) or outside country (true)
Country	Contains the counry of asset.
Address	Contains the location of asset

Movable Asset Information tab

Overview

This entity contains the information of the movable assets declared.

Movable Asset Information tab screen fields

Fields	Description
Sequence Id	Unique identifier for revenues information, automatically assigned by the system. This ID is unique per Declaration, re-starting the sequence with 1 for each Declaration. This field must be Read-only
Movable Asset	This entity contains the information related with the type of assets (movable) that civil servants should declare as owners (e.g. forests, perennial plantings, automobiles light, trucks, agricultural equipment, furniture). Reference to Asset ID. Can be selected from the dropdown list.
Is Market Value	Defines if the amount of asset represents a Market Value. The Default Value is FALSE.
Asset Currency	Reference to Currency Code
Amount of Asset	Contains the amount of asset declared.
Percentage of Shares	Contains the Percentage of Shares. The value allowed must be between 0 and 100
Agreement Type	Contains the type of agreement
Agreement Issue Date	Contains the date of issue
Location Outside Country	Default value false. Is a flag that will be used to indicate if the location of asset is inside country (false) or outside country (true)
Country	Contains the counry of movable asset.
Address	Contains the location of movable asset This field must be disabled if Is Location Outside Country is TRUE.

Relative Information tab

Overview

This entity contains the information of the relatives (spouse, parents, children, brothers) of civil servant that depend financially on him.

Relative Information tab screen fields

Fields	Description
Relative ID	Unique identifier as Personal Identification Code (PIN), allowing to the user fill it. This ID is unique per Declaration
Relative Name	Contains the name of the Relative
Relative Relation Degree	Contains the information of relative relation degree
Is Working	Default value false. Is a flag that will be used to define if relative is working
Place of work	Contains the name of the place where relative is working This field must be Disable when ‘Is Working’ is False
Relative Position	Contains the name of the relative’s position from place of work This field must be Disable when ‘Is Working’ is False
Revenues Information	Code of Revenues Information
Movable Assets Information	Code of Movable Assets Information
Immovable Assets Information	Code of Immovable Assets Information
Share Capital Assets Information	Code of Share Capital Assets Information
Commitments Information	Code of Commitments Information
Total of Revenues	Contains the amount total of revenues from the relative
Total of Immovable Assets	Contains the total amount of immovable assets from the relative
Total of Movable Assets	Contains the amount total of movable assets from the relative
Total of Commitments	Contains the amount total of commitments from the relative
Total of Commitments Unpaid	Contains the amount total of commitments unpaid from the relative

Revenue Information tab

Overview

This entity contains the information of the revenues declared in monetary terms and also includes the revenues received in form of assets.

Revenue Information tab screen fields

Fields	Description
Sequence Id	Unique identifier for revenues information, automatically assigned by the system. This ID is unique per Declaration, re-starting the sequence with 1 for each Declaration. This field must be Read-only
Form Of Revenue	This attribute could take one of the following values: 'In Form of Cash' 'In Form of Movable Asset' 'In Form of Immovable Asset' Default value is 'In Form of Cash'.
Revenue Type	Reference to Revenue ID. Can be selected from the dropdown list.
Immovable Asset	Reference to Immovable Asset ID. Can be selected from the dropdown list.
Movable Asset	Reference to Movable Asset ID. Can be selected from the dropdown list.
Is Market Value	Defines if the Amount represents a Market Value. The Default Value is FALSE.
Asset Currency	Reference to Currency Code. Can be selected from the dropdown list.
Amount	Contains the revenue amount declared.
Agreement Type	Contains the type of agreement
Revenue Source	Contains the name of individual/organization which paid as a source of revenue
Is Revenue Outside Country	Default value FALSE. Is a flag that will be used to indicate if the revenue is inside country (FALSE) or outside country (TRUE)
Country	Contains the country of the income. It is required that will be implemented as a Combo Box.
Agreement Number	Contains agreement number that justify the source of revenues or the place where comes from. This field must be DISABLED If Agreement Type is NULL.
Agreement Issue Date	Contains the date of issue This field must be DISABLED If Agreement Type is NULL.

Share Capital Asset Information tab

Overview

This entity contains the information of the share capital assets declared as an asset transferred in the authorized capital of economic entities to which the claim right can be applied. And also contains the information of asset transferred in a trust manager (while serving in public service).

Share Capital Asset Information tab screen fields

Fields	Description
Sequence #	Unique identifier for revenues information, automatically assigned by the system. This ID is unique per Declaration, re-starting the sequence with 1 for each Declaration. This field must be Read-only
Is Share Capital?	Default value TRUE. Is a flag that will be used to indicate it is only a Share Capital. If this is TRUE Is Trust Manager Should be FALSE.
Is Trust Manager	Default value FALSE. Is a flag that will be used to indicate it is only a Trust Manager. if this is TRUE Is Share Capital Should be FALSE.
Is Immovable Asset?	Default value FALSE. Is a flag that will be used to indicate if the Asset is Immovable (false) or Movable (true)
Owned Movable Asset Type	This entity contains the information related with the type of assets (movable) that civil servants should declare as owners (e.g. forests, perennial plantings, automobiles light, trucks, agricultural equipment, furniture). Reference to Asset ID. Can be selected from the dropdown list.
Owned Movable Asset Type	This entity contains the information related with the type of assets (immovable) that civil servants should declare as owners (e.g. house, apartment, villa, land, garage; building, block, workplace). Reference to Asset ID. Can be selected from the dropdown list.
Is Market Value?	Defines if the Asset Value represents a Market Value. The Default Value is FALSE.
Asset Currency	Reference to Currency Code
AssetValue	Contains the Asset Value
Share Percentage	Contains the Percentage of Shares from Asset Value The value allowed must be must be greater than zero (0) and less or equal than one hundred (100)
Economic Entity Number	Contains the identification number of the economic entity
Is Location Foreign?	Default value FALSE. Is a flag that will be used to indicate if the location of asset is inside country (false) or outside country (true)
Country	Contains the country of asset.
Address	Contains the location of the economic entity
Economic Entity Name	Contains the Name of the economic entity
Trust Manager Number	Contains the identification number of the trust manager
Trust Manager Name	Contains the identification name of the trust manager
Trust Manager Issue Date	Contains the date of issue of trust manager
Trust Manager Expiration Date	Contains the date of expiration of trust manager
Trust Manager Agreement Number	Contains the number of agreement of trust manager

Personal Information

Navigation

My Payslip Report

View your paystub:

To view your Payslip

Go to Menu -> Employee Self Service -> Personal Information -> My Payslip Report

1. Select the Fiscal Year: 2018

2. Select the Pay Code: Bi-Weekly

3. Select the Pay Period: Select a period between 1 and 21

Note. The Institution and Employee Number fields will display automatically since this information comes from the employee file.

Example:

4. Click on the PDF icon to generate your payslips for the period selected. The PDF report will be download at the bottom of the screen.

5. Click on the PDF to open your Payslip Report.

Example:

Personal File

Overview

The Personal File screen can be used by an employee to modify / update personal information on their employee profile. Some information will not be editable, or are only editable with approval from a manager. Personal contact information is located in the Personal File window on the Self Service application.

Update your personal contact information

Go to Menu > Employee Self Service > Personal Information > Personal File

1. To Add new contact information

a. Click on the New icon. The Contact form will display.

b. Enter the new contact information.

Example:

· IsMain: Put a checkmark in the box;

· Contact Type: Electronic Mail;

· Contact Location Type: Work;

· Contact Value: your email address;

· Description: Work email

c. Click on the Save and Return icon.

d. Click on the Update icon to save the changes.

2. To Update the personal contact information

Go to Contact Tab

a. Click on the hyperlink to display the Contact Form. Make the required changes.

b. Click on the Update and Return icon.

c. Click on the Update icon to save the changes.

3. To Add New Address:

a. Click on the New icon. The Address form will open.

b. Enter the new Address.

c. Check is Main? Leave blank.

d. Click on the Lookup icon to select the Region.

e. Click on the Find icon.

Example:

· Region: North America

· Country: Canada (from the dropdown menu)

· Address Type: Home

· Address: 100 Rue principale;

· Postal Code: 8999

f. Click on the Save and Return icon.

g. Click on the Update icon to save the changes.

4. To Update the Address information:

Go to Address Tab

a. Click on the hyperlink to display the Address Form will open.

b. Make the required changes.

Example:

· Address Type: Home;

· Address: 125 pie street.

c. Click on the Update and Return icon.

Modify Personal File

The Personal File screen can be used by an employee to modify / update personal information on their employee profile.

To MODIFY a Personal File, follow the steps below:

Navigation

By default, you will be in Insert Mode.

Enter new Personal information, if required. Fields with an asterisk are mandatory fields.
Code will be automatically generated by the system

Code: Unique identification code of the Employee

3. Select the Name Prefix from the drop down menu, if required.

Name Prefix: prefix of the employees name

4. Enter First Name, Middle Name , and Last Night, if required.

First Name: first name of employee
Middle Name: middle name of employee
Last Name: last name of employee

5. Select Language from the drop down menu.

Language: language used

6. Enter Birth Date, if required.

Birth Date: the day the employee was born. To enter the date, click on the Calendar iconand select the date.

7. Enter Place of Birth, if required.

Place of Birth: country that the employee was born

8. Select Gender and Marital Status from the drop down menus, if required.

Gender: gender of the employee
Marital Status: defines whether the employee is Single, Married, Divorced, etc.

9. Enter Social Number, if required.

Social Number: social number of employee

10. Institution will be automatically generated by the system.

Institution: the institution where the employee works

11. Choose Country of Origin, Citizenship, and Residency from the drop down menus if required.

Country of Origin: country of origin of employee.
Citizenship: country that the employee is a citizen in.
Residency: country where the employee lives.

12. Old Employee Number will be automatically generated by the system.

Old Employee Number: previous employee number for the employee

13. Enter the Tax Identification Number, if required.

Tax Identification Number: Tax Identification Number.

14. Click the Is PaySlip Sent Via E-mail checkbox, if required.

Is PaySlip Sent Via E-mail: if checked, then the employees payslip will be sent to their email

15. To enter the Currency, if required, click on the Lookup icon ,click on Find icon to retrieve the Currency information, then select the Currency.

Currency: currency used by the employee

16. Date Hired, Probation End Date, Permanent, Seniority, Commitment Date, , Retirement Date, Departure Date, and Departure Reason will be automatically generated by the system.

Date Hired: the date the employee was hired
Probation End Date: the date where the employee's probation ends
Permanent: date the employee begins being permanent
Seniority: The date that seniority takes effect.
Commitment Date: The date the employee has been officially committed as an employee]
Retirement Date: Actual retirement date of the employee.
Departure Date: The date the employee left as an employee.
Departure Reason: Departure code retrieved from the Exit Interview

17. Enter the Anticipated Retirement Date, if required.

Anticipated Retirement Date: the date the employee anticipates retirement

To ADD a Skill:

Click on the Skill tab,, then the Lookup icon . Click on the Find icon to retrieve the Skill list, then select the Skill.

To ADD an Education:

Click on the Education tab,, then the Lookup icon . Click on the Find icon to retrieve the Education list, then select the Education.

To ADD a Spoken Language:

Click on the Spoken Languages tab,, then the Lookup icon . Click on the Find icon to retrieve the Spoken Languages list, then select the Spoken Language.

To ADD an Employee Association:

Click on the Employee Associations tab,, then the Lookup icon . Click on the Find icon to retrieve the Employee Association list, then select the Employee Association.

To ADD an Employee Certificate:

Click on the Employee Certificates tab,, then the Lookup icon . Click on the Find icon to retrieve the Employee Certificate list, then select the Employee Certificate.

To ADD a Contact:

Click on the Contact tab,, click the New iconand enter the new Contact information (refer to Contact for more information).

To ADD an Address:

Click on the Address tab,, click the New iconand enter the new Address information (refer to Address for more information).

To ADD an Attachment:

Click on the Attachments tab,, click the New icon and enter the new Attachment (refer to Attachments for more information).

To ADD Payment Information:

Click on the Payment Information tab,, click the New iconand enter the new Payment Information (refer to Payment Information for more information).

To ADD a Medical Form:

Click on the Medical Form tab,, click the New iconand enter the new Medical Form information (refer to Medical Form for more information).

1. Create or retrieve as much information under each tab as required.

2. Click the individual Select Checkbox(es), under the required tabs to select and de-select the created or retrieved information, or click the Select All icon or Unselect All icon, to select or de-select all the created or retrieved information, if required.

3. Click the Remove icon to remove the selected created or retrieved information, if required.

4. Repeat steps 1 to 3 as required for each tab.

Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

My Assignments

Overview

The user can access all the related information associated to their assignment. As well, the user can search on their Assignment history as well as their current and future assignments.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all of your Assignments, leave all fields blank
Click on the Find icon

The Employee Assignment screen includes the following fields:

Field	Definition
Assignment ID	System generated unique identification number of the assignment.
Position	Employee Position.
Institution	Institution.
Employee	Employee Unique Identification Code.
Report To	Identification of whom the employee reports to.
Reference Number	Reference Number for paper trail, if required.
Is Main	If checked, indicated that the assignment is the main assignment.
Used For Accruals	If checked, indicated that the assignment is used for accruals generation.
Used For Planned Staffing	If checked, indicates that the assignment is for planned staffing.
Repeat Factor	Repeat Factor used for forecasting purposes.
Hours Per Week	Calculated number of hours worked per week.
Utilization Rate	Percentage of effort for the assignment.
Employee Assignment State	State of the assignment (CREATED, APPROVAL REQUEST, APPROVED, REJECTED, CANCELLED).
Employee Assignment Filter	Assignment Filter Indicator (ALL, CURRENT, FUTURE, PAST).
Pay Code	Employee Pay Code.
Work Location	Work location of the employee.
Start Date	Assignment start date.
Planned End Date	Estimated end date of the assignment.
End Date	End date of the assignment.
Pay Termination End Date	Determines when the last pay cheque will be paid. Earnings will not be calculated passed this date.
Situation Code Combination	Situation Code Combination associated to the assignment, such as indeterminate full-time, determinate part-time.
Shift Schedule	Shift Schedule associated to the assignment, including shift hours, number of working days per week, and statutory holidays.
Language	Language used
Explanation Note	Enter explanation

Public Documents

Overview

Public Documents are any type of information that is published for public knowledge. These documents can be uploaded into the system and viewed by users. All documents that are uploaded and marked as public can be viewed in the Public Documents screen under Employee Self-Service. Users may also download any of these documents for their own reference.

Navigation

Human Resources ► Position Management ► Public Documents

Public Documents Filter Fields

Fields	Description
Code	Unique identification code, manually entered by users
Active	If checked, the Public Documents can be used throughout the application.
Language	Language in which document is written
Description	Description or additional information on the document.

Review Promotion

Overview

This screen holds the reviewers (people who participate but don't make final decision) of the promotion and their comments.

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Review Promotions, leave all fields blank.
Click on the Find icon .

The Review Promotion screen includes the following fields:

Report Fields	Description
Code	Unique identification code of the Review Promotion
Agree	If agreed, reviewer agrees to the employee's proposed promotion. By default, this field is checked
Commentary Date	This is a view only date. It is the System date and it is not editable. Provided when reviewer provides commentary
Promotion Proposal	Holds the promotion proposal information for a given employee
Reviewer	Employees (senior to employee being considered) who review the promotion request and provide commentary for the Approver and Requestor
Language	Language used
Comment	Commentary by the designated reviewer on the proposed employee's promotion

Update a Review Promotion

To UPDATE a Review Promotion, follow the steps below:

Enter the information to be used as retrieval criteria and click on the Find icon .
Select the Review Promotion
Enter comments and attachments as required.
Click on the Update icon at the bottom of the screen to save your updates. A window will appear to confirm the modification. Click OK to confirm.

Career Planning

Navigation

Career Plan Chart

Overview

The Career Plan Chart is based on the established career paths as defined by the Civil Service authorities. It is an illustration of the steps an employee will need to take in order to achieve the success in which they are looking for during the duration of their career.

Navigation

An example of the Career Plan Chart is illustrated below.

Click on the icon to bring up a list of career standings as defined in the Career Standing screen found under the Succession Planning tab in Employee Management. The list will be displayed as follows:

Select a Career Standing from the drop-down menu, and click the icon to accept the choice, or the icon to cancel the function.

Click the icon to view the saved career paths and click the icon to view the career plan chart in full-screen view.

Click the icon to save the career plan chart.

My Appraisals

Overview

Performance appraisals integrate a company's vision with an employees job performance. In addition, performance appraisals are used to provide personnel evaluations on individual employee's. In My Appraisals, the user can access all of their performance appraisals. The user can search on their appraisal history as well as their current and future appraisals.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all performance appraisals, leave all fields blank.
Click on the Find icon .

The Performance Appraisals screen includes the following fields:

Fields	Definition
Code	Unique identification code of the Performance Appraisal Template.
Senior Approval	If checked, then senior management approved.
Employee Accepted	If checked, then the employee accepted the performance appraisal.
Apply for Position	If checked, then the employee is applying for a position.
Scheduled Start Date	Date at which the performance appraisal process is scheduled to start. generated automatically.
Scheduled End Date	Date at which the performance appraisal process is scheduled to end, generated automatically.
Start Date	Actual start date of the performance appraisal.
End Date	Actual end date of the performance appraisal.
Status	Current status of the performance appraisal, generated automatically. Possible values are: bypassed, finished, in progress, late, not finished, open, scheduled. Initially the Performance Appraisal Status is set to open. When the system reaches the Scheduled Start Date, the status changes to Scheduled. When the system reaches the Actual Start Date, the Status changes to In Progress. When the first Performance Appraisal Score or Performance Appraisal Feedback is filled out, the status needs to change to In Progress and if the Actual Start Date is still blank, it should be updated with the system date. If the Actual Start Date is reached and the status is still Scheduled, the Status changes to Late. If Senior Approval and Employee Accepted are checked, the Status is set to Finished, otherwise, if the Senior Approval or Employee Accepted is not checked, and the system date reached the Scheduled or Actual End Date, the Status changes to Not Finished.
Total Scores	Final score of the performance appraisal.
Employee	Employee ID of the employee undergoing the performance appraisal.
Appraiser	Employee ID of the appraiser.
Senior Reviewer	Senior employee who approves the performance appraisal.
Employee Status	Current employment status of the employee, generated automatically. Possible values are: active, not started, and review ready.
Feedback Status	Current status of the peer feedback, generated automatically. Possible values are finished, not started, no peer feedback, partial feedback, peers selected.
Institution	Institution of the employee.
Position	Position that the employee currently holds.
Template	Template that will be used for the performance appraisal.
Cost Item Scale Group	Salary Scale of the Employee.
Conclusion	Final comment from the appraiser.
Bypass Remarks	Note on why the employee was bypassed.
Employee Comments	Area to give employee opportunity to comment on any aspect of the review.
Appraiser Feedback	Area for the appraiser to provide a consolidated feedback based on colleague feedback.
Appraiser Comments	Area for the appraiser to provide his/her own feedback.

Appraisal Assigned to Me

Review a Performance Agreement:

Overview

Within Employee Self Service, an employee may be asked to conduct feedback for another employee's performance appraisal.

To review my Performance appraisal

Go to Menu -> Self Service -> Performance Appraisal -> Appraisal Assigned to Me

1. Click on the Find icon. Your Performance Appraisal will be displayed.

2. It is possible to enter a comment in the Employee Comments field.

3. Once completed, click on the Update icon.

To do a Self-assessment (or to evaluate a peer or a subordinate)

Go to Menu -> Self Service -> Performance Appraisal -> Appraisal Assigned to Me

1. Click on the Find icon.

2. Enter scores for each scoring criteria previously defined.

3. Click on the Scores Tab, an select a scoring criteria. A new window will display.

4. Enter the score in the score field.

5. Enter the comments in the Feedback Box.

6. Click on the Update and Return icon. Do the same for each scoring criteria.

7. Once completed, click on the Update icon.

Example:

Note. The Appraiser waits until the employee himself and the peers have completed the assessments before sending it to the Senior Reviewer.

My Career Plan

Overview

My Career Plan enables employees to manage their careers aspirations by identifying the steps necessary for them to achieve it. Employees can maintain multiple career plans, giving them the flexibility insofar as allowed by the public service, to aspire to specific positions based on the mandatory and optional skills needed by each position in the career plan.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all My Career Plans, leave all fields blank.
Click on the Find icon .

The My Career Plan screen includes the following fields:

Report Fields	Description
ID	Unique identifier. Setup parameter to determine if entered by user or system generated. When system generated, it will be left padded with zeros
Active	Check-marked by default. When not check-marked, the record with this value is not available for editing anymore
Employee	The person that is having the career path setup on this screen
Target Career	Employee selects the desired career standing and it could be any level
Date Entered	Original date when this record was entered. Defaults to current date and it is non-editable
Target Date	Target date employee hopes to achieve the desired position
Current Employee Position	Name of current employee position that the employee is in
Language	Language used
Notes	General employee notes on this path

Training

Overview

Training is a key enabler to increase public service capacity. It provides the groundwork for increasing the effectiveness of the civil service and is a key component of any public administrative reform initiative. In Employee Self Service, the user can access their specific training information as well as search and apply for available training courses.

My Training Course Applications

Overview

This feature contains the application for a training course. Employees who want to attend a specific course fill out applications here.

Navigation

Human Resources ► Employee Self Service ► Training ► My Training Course Applications

My Training Course Applications screen fields

Fields	Description
Code	Unique identifier. Depending on parameter configuration, value is entered by users or automatically generated by the system.
Workflow Status	Workflow Status of the My Training Course Applications entity.
Exempt From Qualifications	Check box for exemption from mandatory qualifications. False by default.
Employee	Employee requesting the training.
Training Course	Training course employee is applying to.
Creation Date	Training course creation date.
Language	Language used to enter the description fields.
Exemption Note	Holds notes on employee's exemption from prerequisite qualifications
Status Remarks	If rejected, approver must provide a reason. If cancelled, employee must provide a reason.
Request Summary	Employee's "reason" for applying to attend this course.
Training Course Application Documents Tab	Tab to add one or more documents.
Attachments Tab	Tab to attach any supporting file regarding the Training cource application.

Attachment Tab

Overview

System allows to attach files to support the Training Cource Applications.

Attachment screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Registered Training

Overview

Registered Training allows the user to view courses they have already taken, courses they are currently in or have been accepted to and courses they have applied to but have not yet been accepted for.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all training courses, leave all fields blank.
Click on the Find icon .

The Training Course screen includes the following fields:

Field	Definition
Code	Unique identification code of the Training Course.
Active	Active Status - if checked, Training Course is available.
Automatic Registration	if checked, Indicates that qualified employees who register for this training course are automatically accepted on a first-come, first-serve basis.
Status	The current status of the training course
Training Manager	Employee ID of the person who will be providing evaluations on the Trainee.
Course Catalog	Catalog that contains the training courses.
Provider	The organization which will provide the training course.
Course Feedback Template	Templates that are used by employees ("trainees") for providing feedback on the course that they have attended.
Template Evaluate Trainer	Template used to evaluate the trainer.
Trainer	Employee ID of the person who will be conducting the course and providing evaluations on the Trainees.
Internal Location	Location where the course normally occurs.
External Location	External location of the course.
Start Date	Date at which Training Course will start.
End Date	Date at which the Training Course will end.
Course Size	The number of trainees that can attend the Training Course
Cost Per Person	Cost for the course per person.
Language	Language used.
Additional Information	Description of the Training Course that is more specific than the generic description found in the Training Course Catalog.
Notes	Notes on the course (for example, if canceling)

Trainee Evaluation

Overview

This feature stores evaluation information on the person who is taking the course.

Navigation

Human Resources ► Employee Self Service ► Training ► Trainee Evaluation

Trainee Evaluation screen fields and Tabs

Fields	Description
Code	Unique identifier. Parameter configuration determines if it is entered by user or system generated.
Training Application	The training application id.
Training Course	The training course the employee registered for
Course Attended	Indicates if the participant attended the course. Default is Yes.
Result Score	The mark given to the Trainee when the course ends (based on exams, quizes, etc.). This field is entered by users.
Course Result	"Excellent", "Very Good", "Standard", "Poor", Not Applicable". Default value is Standard. Provides information for general subjective perception.
Status	Possible values are: Scheduled, Training Started, Training Ended, Waiting Feedback, Closed, Cancelled, Trainee did not complete. Users can manually change the training status to Trainee did not complete. All the other status' are set by the workflow of the training course.
Evaluation Detail	Tab to add Evaluation Detail.

Evaluation Detail

Overview

Tab to attach evaluation details

Evaluation Detail screen fields

Fields	Description
Is Evaluation Positive	Check box for indicating Positive Evaluation.
Evaluation Rank	Rank of the Evaluation.
Training Feedback Criteria	Collection of course feedback to be filled out by Trainee once the course is completed.
Evaluation Text	Description fields to add any note about Evaluation.

Trainee Feedback

Overview

This entity contains the Trainee's (employee's) evaluation of the training course, using a training feedback template as defined by the course creator.

Navigation

Human Resources ► Employee Self Service ► Training ► Trainee Feedback

Trainee Feedback screen fileds and tabs

Fields	Description
Training Application	Training Course that the user (as a trainee) has taken. If the training course is still ongoing, the course is not available for edit.
Trainee	Trainee name .
Status	Pending, Completed, Rejected. Default is Pending.
Trainee Course Feedback Tab	Collection of course feedback to be filled out by Trainee once the course is completed.
Trainee Trainer Feedback Tab	Collection of course feedback (designed to evaluate trainer) to be filled out by Trainee once the course is completed.

Apply for Training

Overview

Users who are interested in attending a training course must apply to the desired course. Users who want to attend the course will have to fill out the training request application form and submit it to the appropriate personnel for review and authorization.

Navigation

The Training Course Application screen includes the following fields:

Field	Definition
Code	Unique identification code of the Training Course Application
Exempt From Qualifications	If checked, then the employee is exempted from mandatory qualifications for the requested Training Course
Status	Status of the application.
Employee	Employee requesting the training.
Training Course	Training Course the employee is applying to.
Creation Date	Date at which the application was created.
Language	Language used.
Exemption Notes	Reason why the employee is exempted from mandatory qualifications.
Status Remarks	If employee is rejected, approver must provide a reason.
Request Summary	Employee's reason for applying to attend this course.

Create a Training Course Application

Navigation

By default, you will be in Insert Mode.

Enter the new Training Course Application information. Fields with an asterisk are mandatory fields.
The Code will be automatically generated. Click on the Exempt From Qualifications checkmark, if required.

Code: Unique identification code of the Training Course Application.
Exempt From Qualifications: If checked, then the employee is exempted from mandatory qualifications for the requested Training Course.

4. The Status will be automatically generated.

Status: Status of the application.

5. The Employee field will be automatically generated with the user i.d.

Employee: Employee requesting the training.

6. To enter a Training Course click on the Lookup icon , click on Find icon to retrieve the Training Course list, then select the Training Course.

Training Course: the Training Course the employee is applying to.

7. The Creation Date will be automatically generated.

Creation Date: Date at which the application was created.

8. Select the Language as required.

Language: Language used.

9. Enter Exemption Notes, Status Remarks and Request Summary, if required.

Exemption Notes: Reason why the employee is exempted from mandatory qualifications.
Status Remarks: If employee is rejected, approver must provide a reason.
Request Summary: Employee's reason for applying to attend this course.

Click on the Save icon at the bottom of the Training Course page to save your new Training Course information. A window will appear to confirm.

ESS Course Catalog

Overview

In this application the training course catalog contains information about the courses offered to employees. This is where users will view details about the course including start date, end date, trainer, location, prerequisite courses and other course information.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all training courses, leave all fields blank.
Click on the Find icon .

The Training Course screen includes the following fields:

Field	Definition
Code	Unique identification code of the Training Course.
Active	Active Status - if checked, Training Course is available.
Exemptions Allowed	if checked, Indicates that employees may request exemptions from course prerequisite skills and certificates.
Score Range	Top value of possible score that should be given on this course.
Duration	Duration of the training course.
Prerequisite Courses	The prerequisite courses are needed before taking the training course.
Trainee Evaluation Template	Templates that are used by trainer to evaluate trainee on the course that they have attended.
Internal Location	Location where the course normally occurs.
Language	Language used.
Duration Note	Short description of duration.
End Date	Date at which the Training Course will end.
Name	Name of the Training Course.
Description	Description of the course.
Attachments	Attachments related to the course.
Notes	Notes on the course (for example, if canceling)
Training Course Types	Course type that specified course falls under.
Obtainable Skills	Skills attendants can obtain when finishing course.
Prerequisite Skills	Skills needed to enroll in the course.
Obtainable Certificates	Certificate may be obtainable when finishing a course.
Prerequisite Certificates	Certificates required to enroll the in course.

Forms and Requests

Overview

This is where the user will find time sheet, leave request and travel request forms to fill out and submit as required.

Navigation

My Accumulated Benefit Summary

Overview

This feature shows summary of all Accumulated Benefit by the employee during a fiscal year.

Navigation

Human Resources ► Employee Self Service ► Forms and Requests ► My Accumulated Benefit Summary

My Accumulated Benefit Summary Screen Fields and Tabs

Fields	Description
Employee	Shows the employee name.
Fiscal Year	Fiscal year of the accumulated benefits.
Accumulated Benefit	Lookup for search accumulated benefits.
Details	Details of the accumulated benefits.

Time Sheets

Overview

Time Sheet is a method for recording the amount of a worker's time spent on each job. Time sheets record the start and end time of tasks and durations (i.e. the duration before & after meal breaks). The Time Sheet also contains a detailed breakdown of tasks accomplished throughout the project or program. The information entered in the Time Sheet is generally used for payroll, client billing, and increasingly for project costing, estimation, tracking and management.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Time Sheet, leave all fields blank
Click on the Find icon

The Time Sheet screen includes the following fields:

Field	Definition
Employee	The person responsible for completing the job task
Employee Assignment	The work task assigned to an employee
Fiscal Year	Lists all fiscal years in which a time sheet can be recorded
Pay Code	Lists all the different types of pay that have their own unique pay schedule
Pay Period	Defines pay schedules
Time Record Load Date	Describes the date the time record was accessed
Time Sheet Source	Describes the source of the time record
Time Attendance Status	used to represent the settings for Time and Attendance assigned to a particular employee's assignment
Total Regular Time	Sum of Regular Hours Approved
Total Overtime Hours	Sum of Overtime Hours Approved
Created Employee	Created employee number.
Approved Employee	Approved employee number.

Create a Time Sheet

To CREATE a Time Sheet that records the start and end time of tasks and durations, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon . You will then be in Insert Mode.

2. Enter the new Time Sheet information. Fields with an asterisk are mandatory fields.

3. The Employee will be generated automatically by the system, based on the user.

4. To enter the Employee Assignment, if required, click on the Lookup icon , click on Find icon to retrieve the Employee Assignment list, then select the Employee Assignment. Once the Employee Assignment is selected a Shift Schedule text box comes down to enter the shift. Refer to Employee Assignment for more information.

5. Choose the Fiscal Year, Pay Code and the Pay Period from the drop down menus.

6. Input the Time Record Load Date using the calendar

7. Select the Time Sheet Source and the Time Attendance Status from the drop down menus as required.

8. To view more details about the Created Employee field, click on the details icon .

9. Click on the Save icon at the bottom to save your new Time Sheet information. A window will appear to confirm the new Time Sheet creation. Click OK to confirm.

Note: This will create the Time Sheet. To Submit the Time Sheet you must change the Transition Status, which appears as a drop box at the top of the form after the Time Sheet is saved:

Modify a Time Sheet

A Time Sheet can only be modified if the status is Created. Once it has been submitted for approval it can no longer be modified by the user.

To MODIFY a Time Sheet that records the start and end time of tasks and duration, follow the steps below:

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Time Sheets, leave all fields blank.
Click on the Find icon .
Click on the Time Sheet you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications. To add or remove an Employee Assignment, refer to Employee Assignment.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Leave Request

Overview

Leave Requests are used to organize and control all types of leaves that employees can take within an organization.

The manager approves a variety of Leave requests sent by his employees, like Sick Leave, Maternity Leave and Vacation Leave.

To approve a Leave Request:

Option 1:

Go to Human Resources > Employee Management > Leave Management > Leave Request

1. Click on the Find icon.

2. Select a Leave request with a status of Approval Requested from the list. Note. The user`s number matches the manager`s number. Example: The Leave Request from Riley Smith1 will be assigned to Manager Jordan Tremblay1 and the Leave Request from Riley Smith2 will be assigned to Manager Jordan Tremblay2.

3. Select Approve from the Transition drop down menu

4. Click on the Transition icon. A new window will appear.

5. Click on the Finish icon.

6. A message will confirm that the Workflow Transition has been Executed.

7. Click OK.

Option 2:

1. Go to Internal Message section at the right side of the main screen.

2. The Leave Request will be accessed by clicking on the Green dot.

3. Accessing the Leave Request by clicking on the Update Domain icon beside the Leave Request.

4. The window will display the Record waiting for an action.

5. Select Approve from the Transition drop down menu.

6. Click on the Transition icon. A new window will appear.

7. Click on the Finish icon.

8. A message will confirm that the Workflow Transition has been Executed.

9. Click OK.

Example:

Option 3:

1. Click on the Dashboard icon that is located on the right side panel of the main screen.

2. The window will display the Record waiting for an action.

3. Click on Leave Request button

4. Another window will display more details on the request.

5. On the stage section, select Approval requested stage. The list will display all the leave request pending for your approval.

6. Click on the Update icon. A new window will display the Leave Request form.

7. Select Approve from the Transition drop down list.

8. Click on the Transition icon. A new window will appear.

9. Click on the Finish icon.

10. A message will confirm that the Workflow Transition has been Executed.

11. Click OK.

Cancel a leave request

To cancel a new leave request that’s has just been created

Go to Menu -> Employee Self Service -> Forms and Requests -> Leave Request

1. Click on the New icon. The Employee Number will be populated automatically by the system.

2. Click on the Lookup icon to select the Leave Type. Example: Annual Leave

3. Enter the Start and End Dates.

Notes

o The Number of Days will automatically display. The Length of leave will display also.

o The system will display the Balance Before and the Current Balance at the moment of the request. The Current Balance will be updated ONLY once the request is Saved.

4. Click on the Save icon.

5. The request Workflow Process Status is set to Created.

6. To Cancel the Leave Request, select Cancel from the Transition drop down list.

7. Click on the Transition icon. A new window will appear.

8. Click on the Finish icon.

9. A message will confirm that the Workflow Transition has been Executed. As soon as the transition is performed, the Workflow Process Status is set to Cancelled.

To cancel a leave request that’s has been already sent to the manager for approval

Go to Menu -> Self Service -> Forms and Request -> Leave Request

1. Click on the Find icon.

2. Select the Leave Request to cancelled.

3. Click on the hyperlink of the Leave Request on Approval Requested status workflow.

4. Go to the Transition field at top of the Form, select Cancel from the drop down list.

5. Click on the Transition icon. A new window will display.

6. Click on the Finish icon.

7. A message will confirm that the Workflow Transition has been Executed. As soon as the transition is performed, the Workflow Process Status is set to Cancelled.

Example:

Create a Leave Request

To CREATE a Leave Request follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon . You will then be in Insert Mode.

2. Enter the new Leave Request information. Fields with an asterisk are mandatory fields.

3. The Id will be generated automatically.

4. The Employee will be generated automatically, based on the user.

5. To enter the Leave Type, if required, click on the Lookup icon , click on the Find icon to retrieve the Leave Types list, then select the Leave Type.

6. Input the Start Date, the End Date using the calendar

7. The Status will be generated automatically as Created.

9. The Requested Employee will be generated automatically, based on the user.

11. The Requested Date will be automatically filled by the system, its usually filled with the same date the information for the Leave Request is saved.

12. Choose the Language from the drop down menu.

13. Enter the Request Summary, which is a short description on the leave request.

14. Click on the Save icon at the bottom to save your new Leave Request information. A window will appear to confirm the new Time Sheet creation. Click OK to confirm.

15. After the Leave Request is Created it must be Submitted. The user may also cancel the request before it has been submitted. A transition drop box will appear at the top of the form:

16. Select Request for Approval to submit the form. A confirmation box will appear:

17. Enter a note in the Step Note section and click on the Finish icon

18. A message will appear:

Fields

The Leave Request screen includes the following fields:

Field	Definition
ID	Unique Leave request identifier generated by the system.
Employee	Employee ID of the person requesting the leave.
Leave Type	Type of requested leave. Defined as Leave Types
Start Date	Requested start date for the leave to start.
End Date	Requested end date for the leave to end.
Adjusted Number of Days	Number of leave days from start to end.
Actual Return Date	Requested date to return or end leave. This field is used if actual return date is different from the requested end date.
Status	Leave approval status. Status are: 1. Created 2. Approval Requested. 3. Approved by Supervisor 4. Approved 5. Rejected 6. Canceled
Requested Employee	Employee ID of the person requesting the leave will be displayed.
Requested Date	Date leave was requested.
Language	Language used.
Request Summary	Short text on the leave request.
Create Temporary Position	Create a temporary.
Leave Request Required Documents Tab	This tab used to attach and validate the required document for the leave request.

Request 1 week vacation

The Employee can easily request his own Vacation Leave via self-service

Note. Assumption: the Employee gets his or her annual vacation entitlement at the beginning calendar year.

The Employee is entitled to 15 days per calendar year.

To Request a week vacation

Go to Menu > Employee Self Service > Forms and Requests > Leave Request

1. Click on the New icon. The Employee Number will be populated automatically by the system.

2. To select the Leave Type click on the Lookup icon.

3. Click on the Find icon.

4. Select the Annual Leave

5. Enter the Start Date, example 1/2/2019

6. Enter the End Date, example: 9/2/2019

Notes.

o The Number of Days and the Length of leave will be automatically displayed.

o The system will display the Balance Before and the Current Balance at the moment of the request. The Current Balance will be updated ONLY once the request is Saved.

o When the employee requests one week of vacation, the system will keep track of the balance of his remaining vacation.

7. Click on the Save icon.

8. Go to the Transition field at top of the Form, click on Request Approval. (Do not select the option Cancel at this stage).

9. Click on the Transition icon. A new window will appear.

10. Click on the Finish icon. A message will confirm that the Workflow Transition has been Executed.

11. Click OK. As soon as the transition is performed, the workflow will transition to Approval Requested.

Example:

Note. The direct manager will receive an Internal Message prompting him to take action. Once the manager approves the leave request, the Employee will receive an Internal Message stating that his vacation has been approved.

Modify a Leave Request

A Leave Request can only be modified if the status is Created. Once it has been submitted for approval it can no longer be modified by the user.

Navigation

By default, you will be in Search Mode.

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Leave Requests, leave all fields blank.
Click on the Find icon .
Click on the Leave Request you want to modify.
You will then be in Update/Delete Mode.
Make the necessary modifications.
Click on the Update icon at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm.

Travel Request

Overview

The user can review, fill out and submit travel requests for Business Trips. The user can also see other employee's going on the same Business Trip.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Travel Requests, leave all fields blank
Click on the Find icon

The Travel Request screen includes the following fields:

Field	Definition
Foreign Trip	Identifies if the trip is outside the country
Group Trip	Identifies if this trip will be attended by one or by multiple parties
Creation Date	Date Travel Request is created
Start Date	Start Date of trip (departure date)
End Date	End Date of trip (return date)
Business Start Date	Date Business Trip intended event starts
Business End Date	Date Business Trip intended event ends
Currency	Contains the central repository for all currencies used throughout the system
Status	Status of Travel Request
Purpose	Describes the purpose of the business trip
Traveling Employee	The employee leaving on a business trip
Group	Select group if applicable
Cost Coding Block	This entity has the information of every coding block with the structure (number of elements and order of concepts) of the Group
Requesting Employee	The employee requesting the business trip
Exchange Rate	Exchange rate of destination
Estimated Cost	The estimated cost (budget) for the trip
Transportation Cost	Indicates cost related to transportation
Miscellaneous Cost	Indicates any miscellaneous amounts
Actual Cost	The actual total cost of the trip
Advanced Amount	Indicates the advanced funds amount the employee is requesting in order to undertake the trip
Actual Cost (Dc/Fc)	Actual cost
Language	Language Used
City	City of business trip
Description	Description of trip
Trip Remarks	Provides for a brief remark on the trip outside of the trip description
Remarks	Other remarks
Approver	Trip approver
Attachments	Attachments related to trip
Business Trip Logistic	Business Trip logistic records

Create Travel Request

To CREATE a Travel Request follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon . You will then be in Insert Mode.

2. Enter the new Travel Request information. Fields with an asterisk are mandatory fields.

3. The Creation date will be generated automatically.

4. Check the Foreign Trip box if the trip is outside the country and check box the Group Trip if more than one person is attending the trip.

- Foreign Trip: Identifies if the trip is outside the country

- Group Trip: Identifies if this trip will be attended by one or by multiple parties

5. Input the Start Date, End Date, , Business Start Date, Business End Date using the calendar

6. Choose the Currency as required from the drop down menu

7. Choose the Purpose for the business trip from the drop down menu

- Purpose: Identifies the purpose of the trip

8. To enter the Traveling Employee, click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee. To view more details about the Traveling Employee click on the Details button.

9. To enter the Group, click on the Lookup icon , click on Find icon to retrieve the Business Trip Group list, then select the Business Trip Group. To view more details about the Group click on the Details button.

10. To enter the Cost Coding Block click on New or click on the Lookup icon , click on Find icon to retrieve the Cost Coding Block list, then select the Cost Coding Element. To view more details about the Cost Coding Block click on the Details button.

11. To view more details about the Requesting Employee click on the Details button.

12. Enter the Estimated Cost, Transportation Cost, Miscellaneous Cost, Actual Cost, Advanced Amount, Estimated Cost(Dc/Fc), and the Advanced Amount(Dc/Fc).

- Estimated Cost: The estimated cost (budget) for the trip

- Miscellaneous Cost: Indicates any miscellaneous amounts

- Actual Cost: The actual total cost of the trip

- Advanced Amount: Indicates the advanced funds amount the employee is requesting in order to undertake the trip

13. Choose the desired Language from the drop down menu.

14. Enter the City, Description, and any Trip Remarks in the fields provided.

- Trip Remarks: Provides for a brief remark on the trip outside of the trip description

15. Click on the New icon under to enter the Attachments (refer to Attachments for more information).

16. Click on the Save and Return icon to save the Attachments information and return to the Business Trip screen, or click on the Discard icon to discard the Attachments entry and return to the Business Trip.

17. Click the individual Select Checkbox (es), under to select and de-select the Attachment (s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, if required.

18. Click the Remove icon to remove the selected Attachment, if required.

19. Click on the New icon under to enter the Business Trip Logistic (refer to Business Logistic for more information).

20. Click on the Save and Return icon to save the Business Trip Logistic information and return to the Business Trip screen, or click on the Discard icon to discard the Business Trip Logistic entry and return to the Business Trip.

21. Click the individual Select Checkbox (es), under to select and de-select the Attachment (s), as required, or click the Select All icon or Unselect All icon, to select or de-select all Attachments, if required.

22. Click the Remove icon to remove the selected Business Trip Logistic, if required.

23. Click on the Save icon at the bottom of the Business Trip page to save your new Business Trip information. A window will appear to confirm.

Jobs

Internal Job Board

Overview

Through the internal job board screen, employees can view jobs which have been posted internally within the organization. This screen provides the user with the compatibility to search for the jobs which they want to apply for, as well as submit an application for that specific position internally through the company. The screen includes important information such as the end date for the internal job posting, the position title the employee is interested in, the institution the position is based, and the recruiter responsible for hiring for that position.

Navigation

Human Resources ► Employee Self Service ► Jobs ► Internal Job Board

Internal Job Board screen fields

Fields	Description
Institution	Institution loockup filter for search Internal Jobs.
Position	Position loockup filter for search Internal Jobs.

Interview Appointment

Overview

This screen contains interview assignments for an interview by employees. The interview appointment is used for any employee who interviews a candidate to enter the interview evaluations, score and comments from the interview.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Applications, leave all fields blank.
Click on the Find icon .

The Interview Appointment screen includes the following fields:

Report Fields	Definition
Code	Unique code to identify an assignment for an interview to an interviewer. The code should be auto-generated.
Interview Schedule	The interview schedule for each applicant of a recruitment project.
Interview Evaluation Factor	Total score from the interviewer for this interview.

My Applications

Overview

This screen provides an employee with the option of viewing the positions which they have already applied for, as well as updating themselves on the status of the application.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Applications, leave all fields blank.
Click on the Find icon .

The My Application screen includes the following fields:

Report Fields	Description
Recruitment Requisition	Unique code of the recruitment requisition
Requisition Date	The date the requisition was created
Internal End Date	The date that the internal job posting ends
Apply Date	The date that the internal job posting was applied on
Institution	The institution of the internal job
Position	The position of the internal job
Cost Item Scale Group	These fields contain information about the non-salary scale bonuses that will be used in the cost item scale
Cost Item Scale Level	Level information associated to the Cost Item Scale of the position
Cost Item Scale Step	Step information associated to the Cost Item Scale Level of the position
Work Location	The location that the position is situated
Recruiter	The recruiter in charge of the internal job
Contractor	The contractor in charge of the internal job
Language	Language used
Comment	Any additional comments regarding the internal job

Establishment

Organization Chart

Overview

When accessing this option, the user can view the hierarchy for government wide organizations as maintained by the government (e.g. public service commission). Hierarchies can be viewed on:

Organizations
Generic Positions
Employee Positions

The user is able to navigate within each of these hierarchies. When in a hierarchy, the user has the option to navigate into one of the other two hierarchies based on the linked relationship between the organization, the employee positions within that organization, and the generic positions underlying the employee position.

In addition, the user can see basic employee contact information on employees who are working within a specific organizational unit.

Navigation

Search for organization units by selecting the drop-down menu to the left of the organization chart function. Examples include organizations, generic positions, and employee positions. However, any type of organization can be created in the Institution screen in the Admin module.

By clicking the icon, the user can select a hierarchy to display from the organization unit which has been selected from the drop-down menu.

The hierarchy will display on the same screen when all fields have been selected as follows:

*Note: This is an example illustration; created with an institution name. Specific employee names and position names are not displayed.

By clicking on the icon, the hierarchy will be displayed further down the hierarchical tree for the user, and will appear as follows:

*Note: This is an example illustration; created with an institution name. The specific employee names and position names are not displayed due to confidentiality.

Employee Search

Overview

The employee search screen is used to perform a search for a specific employee within an organization.

Navigation

How to SEARCH:

Enter the information to be used as retrieval criteria in the appropriate field (s). If you prefer to see a list of all Employees, leave all fields blank.
Click on the Find icon .

The Employee Search screen includes the following fields:

Report Fields	Description
First Name	Employee's first name
Last Name	Employee's last name
Institution	The organization that the employee works