ESS implementation guide

To start using the Employee Self Service (ESS) module, there are a few one-off setup tasks you need to complete.

Enabling ESS features

Self-service features must be enabled by ticking the “Employee Self Service” feature on the Enable/Disable Features screen (CS10000).

Once enabled, the self-service features become available, but before they can be used by employees, the system must be set up to use the various functions.

Self service preferences

The Self-Service Preferences screen (MPPP1010) lets you configure settings that affect the operation of the Employee Self Service module as a whole, including the Numbering Sequence, Approval Map and Notification Template to use for leave requests.

The Default Request Colour and Team Scheduler Employees Source options determine how leave requests will appear on the Employee and Team Calendars (see Employee and team calendars).

At present, the Settings tab contains one option, which determines whether employees can update their own pay distribution details in the Self-Service module (see Pay distribution).

Self Service Preferences

1. Navigate to the Self Service Preferences screen (MPPP1010)

2. Leave Request Notification Template - Click to search and select Leave Request Notification

3. Default Request Colour - Default is always Gray, this can be changed to customer specific if required.

4. Team Scheduler Employee Source - Select Company Tree (for customers using the company tree based setup of ESS) or Employee Supervision (if using the Reports to based setup of ESS)

5. Remain on the Request Type Colour Tab

6. Click +

7. Search and Select all relevant leave types that employees are requesting via ESS

8. Give each leave type a colour or leave all as the default

9. Navigate to the Settings tab

10. Pay Distribution - Set as per customer requirement (Allow Employee to Update should only be ticked on if the customer has advised they want their employees to be able to change their own bank account details)

11. Click Save

Setting up leave types

To make leave types visible in the Employee Self Service module, tick the Allow Leave Request option on the Additional Info tab of the Pay Items screen (MPPP2210) for each entitlement payment pay item that should be available to employees when making a leave request (see making leave requests). If you want to require employees to attach a document when they request leave, tick the Require Attachment Upon Leave Request option.

To make leave balances visible on the Leave Balances or Projected Leave Balance screens (see employee leave balances), tick the Show Leave Balances and/or Show Projected Leave Balances options on the Rules tab of the Entitlements screen (MPPP3300) for each leave entitlement that you want to display.

Company Tree

1. Navigate to the Company Tree screen (EP204061)

2. Click Manager

3. Description - Change this to the highest Workgroup name (Often Payroll Manager as this allows the Payroll Manager the ability to approve all leave if it has not been actioned by their direct line manager)

4. Members section - Search the Contact and select the appropriate employee and tick on the Owner tickbox, if you want to add a second approver then click + and search the contact field, this approver will not be an owner

5. Click Save

6. To create the next workgroup Click + in the Company Tree Section

7. Follow steps 3-5 until all Manager workgroups have been added

8. To add the Employee Workgroups - Highlight the manager in the company tree and click +

9. Follow steps 3-5 - Note no employees will be allocated the owner tickbox

10. Continue adding each employee group to the relevant manager groups until complete

Approval Maps

1. Navigate to the Assignment and Approval Maps screen (EP205500)

2. Click Add Approval Map

3. Name - Submit a Leave Request

4. Add a Step

5. Remain on the Conditions Tab

6. Description - Name of the relevant Manager Workgroup

7. Entity - Employee

8. Value - relevant employee workgroup this manager will be approving requests for

9. Operator - And - Or if managers have sub groups

10. Navigate to the Rules Actions Tab

11. Search and Select the corresponding Workgroup

12. Employee - Should self populate, if it’s blank you may be missing an owner in your company tree setup, or there could be multiple managers listed in this manager workgroup, if this is the case leave blank if you want ANY manager able to approve

13. Reason for Approval - Select from Is Optional, Is required, Or Is not Prompted based on customer requirements (most common is not Prompted)

14. Reason for Rejection - Select from Is Optional, Is required, Or Is not Prompted based on customer requirements (most common is not Prompted)

15. Click Save

16. Repeat Steps 4-14 until all Manager workgroups have been created

17. Click Save

    Leave request approval map

    By default, no Leave Request Approval Map is selected. When no map is specified—or when leave is requested by an employee who isn’t covered by the selected approval map—requests are approved automatically as soon as they are submitted.

    MYOB recommends setting up an approval map, even if it is a simple map with a single approver. 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))”.

Automation Notifications

1. Navigate the the Automation Notification screen (MYGI1000) - note this is a hidden screen so you will need to use the screen id in the URL to get to it

2. Click the relevant Leave Request notifications hyperlink

3. Tick the Active tickbox on

4. Save

5. Repeat steps until all Leave Notifications are active

   Leave request notification template

   A default Leave Request Notification 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).

   Two notifications are provided in on the Automation Notifications screen (MYGI1000): Leave Request Approved and Leave Request Declined. These notify employees when their requests are approved/declined. Use the Automation Notifications screen to ensure that these notifications are active, and to make any necessary edits to them.

Imports

Import Users

Import Using Z_UserLogins xml

Import User Roles

Import using Z_UserRoles xml

Update Passwords

Import using EBS_PWords xml

What's next?

After setting up ESS, you can give users access to start making the most of its features.