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BHARAT HEAVY ELECTRICALS LIMITED

Human Resources Department
Corporate R&D, Hyderabad

No. RD:03:HRX:2011 Date: 27/01/2011

Sub: On-line leave processing through SAP-ESS (Employee Self Service)

As part of our journey towards implementing ERP, Payroll integration through SAP has been
envisaged across the corporation.

The following processes form part of HR & Payroll release–II through SAP:

a) On-Line leave processes through Employee Self Service (ESS) & Managers Self
Service (MSS)
b) Travel Management through ESS
c) Online performance appraisal for workers & supervisors from S1 to S3 grades
e) Pay Roll Processes

On-Line leave processes through Employee Self Service and Managers Self Service

Consequent upon the introduction of SAP-HR and Payroll Release, Leave module has become
part of the online SAP system and online leave processes through ESS have come into operation
wef 25/12/2010.

The Personal profile and leave module is active for executives and supervisors. The same will
be active for workmen in due course. All employees in Executive and Supervisory grades are
required to apply their leaves online, from now onwards, which will be approved by the
approving authority through ESS portal itself. Employees in workmen category are required to
apply through paper format, for the present, as was being done earlier. The sanctioned leave
applications will be sent to HR dept for uploading into the system.

Employees can login to their ESS portal through the link provided Corporate R&D VPN site
(http://10.9.1.80) under HR/MAP Info centre/SAP ESS (Leave system) or through the address:
http://ess.bhel.in:51000/.

The User ID is Staff No. and initial password will be sap123. The system on initial login will
ask for change of password. Employees have to change their password of their choice (in alpha
numeric) and can login to the system with new password thereafter. (A detailed procedure for
retrieving forgotten password is given in the attached annexure).

For guidance and information about online leave processing through ESS, a step-by-step user
manual “User Manual_Time Management_ESS-MSS_V1.0.doc” is also hosted in R&D VPN
site at the same place.
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Following are the leaves which can be applied online through ESS portal.

1. Casual leave
2. Casual leave (first half)
3. Casual leave (second half)
4. Optional Holiday
5. Earned leave
6. Half Pay leave
7. Commuted sick leave*
8. Special Casual Leave**

Procedure for On-line leave processing :

a. Leave can be applied from anywhere using internet. Click (Employee Self-Service ->
Working time -> Leave request). No application form is required for all the leaves
mentioned above except for Commuted Sick Leave. *Commuted Sick Leave after
applying online will require printout of the leave applied accompanied by Medical
Certificate as per the existing practice. **Special Casual Leave after applying online will
also require printout of the leave applied along with documents in support of the ground of
claiming leave like Family Planning, Blood Donation, etc..

b. The leaves applied through ESS portal after approval by approving authority will directly
update the leave account in SAP and also hit the payroll and regulate the pay accordingly.

c. Since the updation of leave account will take place only after the leaves are approved by the
approving authority, all Controlling Officers/ Leave Approving Authorities are requested to
visit their respective ESS Homepage (Universal Worklist) daily as a routine so that all the
leave requests pertaining to their subordinates (if any) can be cleared on real time basis.
Absentee Statement will now be generated on 24th through the System.

d. Cancellation, modifications of approved leaves can also be applied online through ESS.
However, in this case the cancellation request after online approval by controlling officer
will flow to Time Administrator for validation/ verification of cancellation request.

e. Consequent upon implementation of online leave processing, one level leave approval
system will come into force. In other words, the immediate reporting officer of the
employee will approve the leave of his subordinates

f. The On-line leave processing, as above, has come into force for all the above mentioned
leaves with effect from 25th December, 2010 for Executives and Supervisors only. Hence,
all above mentioned leaves effective from 25.12.2010 will be processed through ESS online
system only. However, such of those approved leave applications in the existing paper
format sanctioned till 24.01.2011 shall be forwarded for updation through backend to Time
Administrator Ms. R Anitha, Executive (HR), HR Dept (Intercom No.7303) (email id:
anithar@bhelrnd.co.in)in respect of executives and Shri MV Ramana Murthy, Executive
(HR) (Intercom No 7403) (email id: mvrmurthy@bhelrnd.co.in) in respect of non
executives.
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g. For effective planning of teamwork, employees can view the leave/absence details of all
their colleagues in the department by clicking the “Overview Team calendar” icon shown
in “Working time -> Leave request”.

h. While applying online leave, in case the leave approving authority name is not visible in the
system or name is not appropriate, the same may be brought to the notice of HR
Administrator to the system through raising a query in the ESS portal itself
(Miscellaneous services -> Helpdesk) or by sending e-mail to the above executives for
making necessary changes/ correction.

i. It is pertinent to mention here that for the seamless functioning of ESS online leave
processing system, proper maintenance of the reporting relationship of all employees into
the system is a pre-requisite for smooth flow of leave request for approval. Hence, all
changes in reporting relationship may be immediately communicated to HR-Estt.

j. Instructions regarding operation of other processes mentioned in para-1 viz. Travel

Management through ESS and Online performance appraisal for workers, will be intimated
in due course.

ESS is user friendly and is aimed at enhancing efficiency and speed of response in operations.
Employees are requested to make use of the system of leave processing through ESS which also
contributes towards reducing use of paper.

The existing practice of sending absenting statement will continue. However, leave applications
of only workers not covered in the ESS, will be sent with the statement.

( K Anjani Kumar )
Addl. General Manager (HR)

Distribution:

1. All employees
2. All HODs/LMs/GHs
3. PS to ED(R&D)
4. Notice Board

Copy to:

General Secretary, BHEL Corporate R&D Employees’ Union (R.No.B-478)

General Secretary, BHEL (R&D) Supervisors’ Association
General Secretary, BHEL Executives’ Association (R&D)
General Secretary, BHEL (R&D) SC/ST Employees’ Welfare Association
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Annexure

The initial password for login in to the system is sap123. After initial login employees have to
change their password of their choice and thereafter they can continue to use their own password.
Employees are requested to go through the following “Dos and Don’ts” for trouble free login into ESS
system.

• Failed login attempt for more than two times will automatically lock the password. Hence,
while login into the system using User Name and password, employees are requested to kindly
use their password carefully as the passwords are case sensitive. In case the system is not opening
in spite of attempting twice, kindly come out of ESS login and retry after some time so as to
avoid locking of password.

• The system has a provision of retrieving forgotten password. Forgotten password will be
automatically mailed to the employee’s email address in case the employee concerned answers to
the “Security Question” correctly. For this purpose the employee need to register a security
question and its answer into the ESS system as follows.

How to activate the Security Question and change password option in ESS?

Log in to ESS and click on the Personalize tab :

the following screen will appear, here click on modify button :

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The following screen appears which is common to changing of password as well as setting the
security question. Make the necessary changes and save the entries.

Security question and answer has been saved into the system.

To get back the password click the “Get support” icon in the ESS login page :

After clicking “Get Support” enter the Staff No. in Login ID and E-mail in the following screen.

The password will be mailed to this E- email address.