HUMAN CAPITAL MANAGEMENT

Employee Self Service User Manual

FOR

Druk Green Power Corporation

Wipro Ltd.
Version 1.0

TABLE OF CONTENTS

1.

Employee Self Service..................................................................................................................................... 3

9.1

Getting Started for Employee Self Service ................................................................................................. 4

9.2

Employee Self-Service- Home Page ............................................................................................................ 6

9.2.1

Employee Search .................................................................................................................................... 6

9.2.1.1

Whos who .............................................................................................................................................. 7

9.2.2

Personnel Information.......................................................................................................................... 10

9.2.2.1

Personal Data ....................................................................................................................................... 11

9.2.2.2

Addresses ............................................................................................................................................. 12

9.2.2.3

Bank Information .................................................................................................................................. 13

9.2.2.4

Family Members/Dependents .............................................................................................................. 14

9.2.3

Leave Request....................................................................................................................................... 15

9.2.3.1

Leave Request....................................................................................................................................... 15

9.2.3.2

Quota Overview.................................................................................................................................... 17

9.2.3.3

Leave Encashment ................................................................................................................................ 18

9.2.4

Payroll ................................................................................................................................................... 20

9.2.5

Forms .................................................................................................................................................... 21

9.2.6

Travel and Expenses ............................................................................................................................. 22

9.2.6.1

Travel Request Creation ....................................................................................................................... 23

9.2.6.2

Travel Expenses .................................................................................................................................... 25

1. Employee Self Service

Employee Self Service (ESS) is a SAP Web based portal application for the employee. With the help of this
online internet based application. Employee can view his/her Human Resources related data and use other
applications, from any place and at any point of time.
Employee Self Service application will aid in improving efficiency to serve internal customer and reduce the
dependency on the paper files.

9.1 Getting Started for Employee Self Service

Employee Self-Service applications provide you with easy access to information and services for
employees. This page gives you an overview of the entire offering.

Open Internet Explorer

Click on Favorites

Click on
Favorites

From the Internet Explorer Favorites, select Employee Self Service Portal. As and when you will
select the ESS portal link, following screen will appear in the browser screen

Type User
ID

Password

Enter your Unique User ID and Password and press Log In button.

9.2 Employee Self-Service- Home Page

Following services are available on Employee Self Service Home Page screen:

Employee Search
Personnel Information
Leave Request
Payroll
Forms
Travel & Expenses
Asset Details

9.2.1 Employee Search

This service helps an employee to search his/her colleagues in the company. This is a company
directory service.

Click on Employee
search

9.2.1.1 Whos who

Search for employees by name or other search options and find basic information about colleagues in the
company.

Click on whos who

Whos Who offers two types of search options:

Simple Search
Advanced Search
1. Simple Search Search employees in the company using first name and last name.
Follow the below mentioned steps to search an employee using Simple Search

Enter the last name

Enter the first name

Click on search to

proceed

Following Whos Who Result screen will appear using Simple Search:

Click on last name

By clicking on Last Name, system will display the employees complete profile. For e.g Profile of Mr. Sonam

Details of Mr. Sonam

Dendup

Dendup is shown in the below screen.

2. Advanced Search Search employee in the company using various criteria like employee number,
name, position, department etc.

Click on Advanced
Search button

Following screen will appear after pressing Advanced Search

Fill in available fields

by which you want
to search the person

Click on SEARCH

9.2.2 Personnel Information

The Personal Data service enables the employees to display their own personal data. Personnel
Information provides the services to view information such as bank details, address, family details
and personal information

Even one can

click that icon

After pressing on Personal Information Service link following screen will appears

Click Personnel
Information

9.2.2.1 Personal Data

Click on Personal Data

Following is the Personal Data Overview Screen. Press Display button to view your Personal data.

Click on Display to
view the details

In the personal data screen, employee cannot change any information; all fields will be available in Display
mode.

9.2.2.2 Addresses
From this service employee can view different types of address information.

Click on Addresses

Following is the Address Overview Screen. Press Display button to view your address data.

Click Display button

9.2.2.3 Bank Information

ESS enables the employees to display the bank details which are stored in the HR master data.

Click on Bank Information

View and exit to go back to home page

9.2.2.4 Family Members/Dependents

The family members/related person service enables employees to display data about their own family
members and related persons.

Click on Family
Members/Dependents

From the overview screen employee can view the existing family member details.

9.2.3 Leave Request

This functionality enables employee to apply for different types of leaves, view the available up to date leave
balances for different leave types, and track the status of leave application. This will reduce the paper work and
the time lines in between the leave application, approval by the reporting officer and final updating in the
records.

Click on Leave request

In the Leave Request functionality following services are available:

Leave request
Quota Overview
Leave Encashment

9.2.3.1 Leave Request

Click on leave
request

Following hyper link shows the Leave Request form in ADOBE Interactive format to create or cancel the
existing leave request in the system with up to date leave quota information and the status of the already
applied leave.

Leave Request.pdf

Select Request type

Select type of leave
Select Leave
Start & End date

Write Remarks if any

Press SUBMIT

Click this to see

overall quota of leave

Fill all the required data and press SUBMIT button. After pressing Submit button, system will check all the
entered data and validate the same with the company policy. If the entered values are correct then system
will show the confirmation message on screen and request will be submitted for the approval from immediate
supervisor.

Leave Approval by Supervisor:

The leave request has been sent for approval. The immediate supervisor can see the request as an E-mail in
his/her official e-mail Id. Leave request data will go as an attachment in ADOBE format. Leave request will
come with the subordinate name and type of request as e-mail subject.
To open the leave request, click on the Subject line of the request. As and when supervisor will click on the
subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from e-mail which
contains all the required leave request details including the present absence quota details of the leave
requester. The Supervisor/ Controlling officer will either reject or approve the request.
If approver will approve the leave request then the leave quota of the requester will be automatically reduced
by the number of leave days which are approved. To see the leave balance, requester employee needs to
open the Leave request and click the quota overview to see the leave balance.

9.2.3.2 Quota Overview

This service will be available to only those employees who will have the Employee self Service license. For
employees who dont have the ESS license, they can view the Leave Quota from there ADOBE Form.
With the help of this service employee can view the updated absence quota of different leave types.

Click on Quota
Overview

Click exit to go back to ESS home page.

9.2.3.3 Leave Encashment

Click on Leave
Encashment

Following hyper link shows the Leave Encashment Request form in ADOBE Interactive format. With the help of
this form an employee can apply for the 20 days Earned Leave encashment.

Leave
Encashment.pdf

Fill all the required data and press SUBMIT button. After pressing Submit button system will check all the
entered data and validate the same with the company policy. If the entered values are correct then system
will show the confirmation message on screen and requite will be submitted for the approval from immediate
supervisor.
Leave Encashment Approval by Supervisor:
The leave encashment request has been sent for approval. The immediate supervisor can see the request as
an E-mail in his/her official e-mail Id. Leave Encashment request form will go as an attachment in ADOBE
format.
In the supervisor inbox, leave encashment request will come with the subordinate name and type of request
as e-mail subject. To open the leave request, click on the Subject line of the request. As and when supervisor
will click on the subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from
e-mail which contains all the required leave encashment request details including the present absence quota
details of the requester.
The Supervisor/ Controlling officer will either reject or approve the request. After the supervisor approval
automatically the backend system will be updated and payment will be given to employee from off cycle
payroll.

9.2.4 Payroll
Employee can view the Salary Statement for the current month as well as previous months. This service
provides employees with a detailed list of payments and deductions information for a selected period.
Salary Statement is integrated with adobe PDF based output which can be saved on the local PC by the user
and can be printed if required.

Click on Payslip

Click on Payslip

As and when employee will click on Salary Statement then the current month salary statement will open in the
PDF format if current month payroll executed in the system.

9.2.5 Forms
All the required forms which are used outside/inside DGPC are placed under one link to facilitate the
employees.

Click on Forms

Click on DGPC Forms

9.2.6 Travel and Expenses

This process is an integrated management of all processes involved in a business trip and travel for training
including expense reports. The process includes the entire procedure of creating a trip, accounting the travel
expenses and the posting of travel expenses in Finance and Controlling (FICO).

Click on Travel & Expenses

9.2.6.1Travel Request Creation

Employee creates a travel request mentioning all the essential details, like Start and End dates of trip, Place of
visit, any Additional destinations, cost assignment etc.
A travel request is subject to relevant approval-cycle before it reaches the travel desk for ticket-booking.
While travel request initiation, employee needs to destination country of travel from the ESS Travel
management screen. After selection of the destination country, employee needs to enter different types of
required details.

Click on Travel Request

As and when employee will click on Create Travel Request service link following screen will come. Enter or
Select your employee number from the search help and press CREATE REQUEST button.

Enter all the fields on the screen. After entering the entire details press REVIEW button to review the details
of the request. On review screen employee cannot change any data and if all the entered data is OK then press
SUBMIT button to submit the request for approval. As and when employee will press Submit button, then
system will check the complete entered data and check the same with the company policy, if the entered data

is as per the company policy then system will submit the request for the supervisor approval and show the
travel request number for future references.
Employee Reporting manager approval :
The immediate supervisor can see the request as an E-mail in his/her official e-mail Id. Travel Request form
will go as an attachment in ADOBE format.
In the supervisor inbox, Travel Request will come with the subordinate name and type of request as e-mail
subject. To open the Travel Request, click on the Subject line of the request. As and when supervisor will click
on the subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from e-mail
which contains all the required Travel Request details.
The Supervisor/ Controlling officer will either reject or approve the request. After the supervisor approval
request will go to Finance for the Advance payment release and information will be sent to HR for the ticket
booking. After finance approval automatically the backend system will be updated and payment will be given
to employee from off cycle payroll.

9.2.6.2 Travel Expenses

Click on Travel Expense

Travel Expenses function allows the employee to settle the travel expenses incurred during the trips. Employee
needs to enter the Employee number on the Travel Expense screen, and system will show all the approved
travel requests of the employee with travel request details.

After the trip has been completed, the traveler completes his or her travel expense report, including all
necessary data and documents.

The travel expense report is sent to the superior for approval, after which the same reaches the
expenses (finance) department for settlement with financial accounting.

The expenses department then checks the travel expense report, the original documents and receipts.
The trip is then settled.

Travel expense results are then posted and amount is transferred to financial accounting for final
payment.

Reimbursements to employee can take place through off cycle payroll.

As the daily allowance is meant for meeting all personal expenses of an employee, no items of personal
nature shall be allowed while settling hotel bills.

Advance amount provided to the employee while going on tour will be adjusted first in settlement.

Settlement is totally depending on the allowance type selected by the employee during the travel
request initiation.

As and when employee will click on Travel Expense & Settlement link, following screen will come. From the
screen employee needs to select or enter the Employee number and press GET TRAVEL DETAILS

Enter the Employee Number and press Get Travel details button. As and when employee will press the button
then system will show the last approved Travel Request details. Select the Approved travel request Row and
press CREATE button.

Select the Approved travel request Row and press CREATE button. As and when employee will press CREATE
button then system will show all the details of the approved request on the next screen.

On the Travel Expense form system will automatically fill all the required details, if require fill the Incidental
charges, mileage etc and press CALCULATE button to get the exact amount on screen.

Enter all the fields on the screen. After entering the entire details press REVIEW button to review the details
of the request. On review screen employee cannot change any data and if all the entered data is OK then press
SUBMIT button to submit the request for approval. As and when employee will press Submit button, then
system will check the complete entered data and check the same with the company policy, if the entered data
is as per the company policy then system will submit the request for the supervisor approval and show the
confirmation message on screen.

Employee Reporting manager approval :

The immediate supervisor can see the request as an E-mail in his/her official e-mail Id. Travel Expense form
will go as an attachment in ADOBE format.

In the supervisor inbox, Travel Expense will come with the subordinate name and type of request as e-mail
subject. To open the Travel Request, click on the Subject line of the request. As and when supervisor will click
on the subject line, e-mail will open with an attachment in ADOBE format. Open the attachment from e-mail
which contains all the required Travel Request details.
The Supervisor/ Controlling officer will either reject or approve the request. After the supervisor approval
request will go to Finance for the settlement. After finance approval automatically the backend system will be
updated and payment will be given to employee from off cycle payroll.