Implementing Employee Self Service

1. Go to the Enable/Disable Features screen (CS10000).
2. On the form toolbar, click Modify.
3. Select the Employee Self Service checkbox.
   
   
4. On the form toolbar, click Enable.

1. Go to the Company Tree screen (EP204061).
2. In the Company Tree pane, click Manager.
   
3. In the Workgroup Details pane, change the Description to the highest workgroup name. This is usually Payroll Manager, as this lets the payroll manager to approve all leave if it has not been actioned by their direct line manager.
   
4. In Contact field of the Members section, select the employee you want to be the workgroup owner.
5. Select the Owner checkbox.
   
6. Optionally, you can add a second approver by clicking the Add Row icon (). This second approver won't be a workgroup owner.
7. On the form toolbar, click the Save icon ().
   
8. To create the next workgroup, click the Add WorkGroup icon () in the Company Tree pane.
9. Repeat steps 3–5 until you've added all manager workgroups.
10. To add the employee workgroups, select the manager in the company tree and click plus icon ().

11. Repeat steps 3–5 until you've added each employee workgroup to the relevant manage group. No employees will be set as owners.

    Ignore the "user is not active" error, as you'll set them up as an ESS user in a later setup task.

For example, to set up a simple map that uses the employee’s Reports To field, on the Assignment and Approval Maps screen (EP205500), add a new map with the following properties:

• For the Entity Type, select “Submit a Leave Request”.
• On the Conditions sub-tab, enter a Description.
• On the Rule Actions sub-tab:
  • For the Approver, select “Employee from Document”.
  • For the Employee, open the Employee node, then scroll down to find and select “Reports to”. This will appear in the Employee field as “((EPEmployee.SupervisorID))”.

1. Go to the Assignment and Approval Maps screen (EP205500).
2. On the form toolbar, click Add Approval Map.
3. In the summary area:
   1. In the Name field, enter descriptive name, like "Submit a leave request".
   2. In the Entity Type field, select Submit a Leave Request.
4. In the Steps pane:
   1. Click Add Step.
   2. Click the Rule node.
      
5. On the Conditions tab:
   1. In the Description field, enter the name of the relevant manager workgroup.
   2. Add a row by clicking the Add Row icon ().
   3. In the Entity column for the new row, select Employee.
   4. In the Value column, enter the relevant employee workgroup this manager will be approving requests for.
   5. In the Operator column, select And if managers don't have subgroups. If they do have subgroups, select Or.
6. On the Rule Actions tab:
   1. In the Workgroup field, select the relevant workgroup.
   2. If the Employee field isn't automatically completed, you might be missing an owner in your company tree setup, or there could be multiple managers listed in this manager workgroup. In this case, you can allow any manager to approve leave requests by leaving the field blank.
   3. In the Reason for Approval field, select the option that meets your needs. Is Not Prompted works for most companies.
   4. In the Reason for Rejection select the option that meets your needs. Is Not Prompted works for most companies.
7. On the form toolbar, click the Save icon ().
8. Repeat Steps 2-7 until you've created all the required manager workgroups.

1. Go to the Pay Items screen (MPPP2210).
2. In the Pay Item ID field, select the leave entitlement payment pay item you want to enable in ESS.
3. In the Additional Info tab, select the Allow Leave Request Selection checkbox in the Self Service section. This allows employees to submit a leave request of this type in the ESS.
   
4. Optionally, if you want to require employees to attach a document when they request leave, tick the Require Attachment Upon Leave Request checkbox.
5. On the form toolbar, click the Save icon ().

1. Go to the Entitlements screen (MPPP3300).
2. In the Entitlement ID field, select the leave entitlement you want employees to see their balance for.
3. On the Rules tab, select one or both of the Show Leave Balances or Show Projected Leave Balances checkboxes.
   
4. On the form toolbar, click the Save icon ().

1. Go to the Self-Service Preferences screen (MPPP1010).
2. Complete the fields in the summary area:
   1. Leave Request Numbering Sequence – Select how leave requests are numbered.
   2. Leave Request Approval Map – By default, no approval map is selected. You can set one up on the Assignment and Approval Maps screen.

   3. Leave Request Notification Template – Select the notification template to use when sending notification emails.

      A default template is provided. This is used to notify a manager that a leave request has been generated by a team member. You can review this template and make any necessary edits on the Notification Templates screen (SM2040PL). You can also set up automation notifications.
   4. Default Request Colour – The default colour of leave requests on the Team Calendar form (MPES4003). You can choose specific colours for each leave request type on the Request Type Colour tab.
   5. Team Scheduler Employee Source – Determines how employees will be selected for display on the Team Calendar (MPES4003) screen. Select a setting based on which ESS setup the company is using:
      • If you're using the company tree-based setup, select Company Tree. This displays all employees who are below the same user on the Company Tree screen (EP204061).

      • If you're using the reports-to based setup, select Employee Supervision. This displays all employees who have the same user selected for their Reports to field on the Employees screen (EP203000).

        The Reports to field is only used to determine which employees should appear on the Team Calendar—it isn't used anywhere else in the Payroll or Employee Self-Service modules.

3. On the Request Type Colour tab:
   1. Click the Add Row icon ().
   2. In the new row, select a Leave Request Type that employees will request through ESS.
   3. Select a Color for that leave request type.
   4. Repeat steps a–b for each leave request type.
4. Optionally, you can allow employees to change their own bank account details by selecting the Allow Employees to Update checkbox on the Settings tab.
5. On the form toolbar, click the Save icon ().

1. Go to the the Automation Notifications screen (MYGI1000).

   You can't access this screen through the MYOB Advanced menu. Instead, copy the the screen ID (MYGI1000) and paste it in your MYOB Advanced URL after ScreenId=.
2. Open the Leave Request Approved notification.
3. In the summary area, select the Active checkbox.
4. On the form toolbar, click the Save the current record and close the screen icon ().
5. Repeat steps 2–4 for the Leave Request Denied notification.