Sap HCM User Manual Employee Self Service 1

HUMAN CAPITAL MANAGEMENT
TRAINING MANUAL
FOR
Druk Green Power Corporation Limited
Druk Holdings and Investments Limited
Wipro Ltd.
Date: 13.12.2010
Version 1.0
Human Capital Management

User Manual for Employee Self Service
Table of Contents
1.
eGreen- Employee Self Service ............................................................................................................. 2
1.1.
Getting Started .................................................................................................................................. 6
1.2.
Employee Self-Service- Home Page .................................................................................................. 7
1.3.
Employee Search ............................................................................................................................... 8
1.3.1.
Whos who..................................................................................................................................... 9
1.3.2.
Change own data......................................................................................................................... 13
1.4.
Personnel Information .................................................................................................................... 16
1.4.1.
Personal Data .............................................................................................................................. 17
1.4.2.
Addresses .................................................................................................................................... 19
1.4.3.
Bank Information......................................................................................................................... 24
1.4.4.
Family Members/Dependents .................................................................................................... 24
1.5.
Leave Request ................................................................................................................................. 27
1.5.1.
Leave Request ............................................................................................................................. 28
1.5.2.
Quota Overview .......................................................................................................................... 32
1.6.
Payroll .............................................................................................................................................. 33
1.7.
Travel and Expenses ........................................................................................................................ 34
1.7.1.
Travel Request Creation .............................................................................................................. 35
1.7.2.
Travel Expenses ........................................................................................................................... 41
Prepared By: Core Team Members and Wipro Consultants
Page 1

1. eGreen- Employee Self Service

eGreen Employee Self Service (ESS) is a SAP Web Portal based application for the employee. With the aid of
this on-line internet based application. Employee can view his/her Human Resources related data 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.
Page 2

Page 3

Page 4

Page 5

1.1.
Getting Started
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.
Click Internet Explorer
Click the Favorites
Click the
Favorites
From the Internet Explorer Favorites, select eGreen Portal. As and when you will select the eGreen
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.
Page 6

1.2.
Employee Self-Service- Home Page
ESS
Personnel Information
Employee search
Leave request
Payroll
Travel & Expenses
In the eGreen Employee Self Service Home Page screen, following services will be there:
Employee Search
Leave Request
Payroll
Travel & Expenses
Page 7

1.3.
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
Employee Search will provide two services:

Whos who
Change Own Data
Page 8

1.3.1.
Whos who
Search for employees by name and find basic information about colleagues and position 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
Page 9

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. Kencho
Dorji is shown in the below screen.
Details of Mr. Kencho

Dorji is displayed
Page 10

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
Following Whos Who Result screen will appear using Advanced Search:
Page 11

Click on the last name
Page 12

By clicking on Last Name, system will display the employees complete profile. For E.g. Profile of Mr. Kencho
Dorji is shown in the below screen.
The employees
profile is displayed
1.3.2.
Change own data
This service provides employees to maintain some of the important Directory information like phone
numbers, room number, building number etc. One can create/maintain and modify this data.
Page 13

Click on change
own data
Overview: Displays existing communication data of employee
Click edit
Edit: If employee wants to EDIT the communication data, than press EDIT button on the screen. As and when
employee will press EDIT button all the fields will be available in the edit mode.
Page 14

Click on SAVE
Edit the existing data on the screen and Press REVIEW button. If the entered data is edited correctly,
than press SAVE button to save the data in the master records.
Note: At every step, there is an option to go to previous steps
Page 15

1.4.
The Personal Data service enables the employees to display and edit their own personal data. In this
way, employee can keep their own data up-to-date while simultaneously reducing the number of time
consuming and expensive activities performed by the Human Resources Department.
Personnel Information provides the services to create/change/display information such as bank
details, address, family details and personal information
Even one can

click that icon
Click Personnel
Information
Page 16

After pressing on Personal Information Service link following screen will appears
1.4.1.
Personal Data
Click on Personal Data
Following is the Personal Data Overview Screen. Press Edit button if you wants to edit the Personal data.
Click on Edit
button to change
Page 17

For E.g.: Edit

marital status
In the personal data screen, one can change only the marital status and number of Children fields. All other
fields will be available in the Display mode.
Edit the required data and press REVIEW button. If the entered data is correct then press SAVE button to
save the records in the master records.
Click SAVE
Page 18

Confirmation: After pressing SAVE button system will show the confirmation message on the screen.
Note: One can also exit the page without saving the data.
1.4.2.
Addresses
From this service employee can accesses the address information to display, change or create new address
information.
Click on Addresses
Page 19

Following is the Address Overview Screen. Press Edit button if you wants to edit the existing Address data.
Click edit button
Edit the required data and press REVIEW button. If the entered data is correct then press SAVE button to
save the records in the master records.
Page 20

See the
changes
Confirmation
Click addresses overview or

go back to ESS home page
Page 21

Steps to CREATE mailing address details

Click on new mailing address
Click new mailing

address
Enter all the necessary data and press REVIEW button
Page 22

New mailing
address
Click the save

button
Page 23

1.4.3.
Bank Information
ESS enables the employees to display the bank details which are stored in the HR master data.
View and exit to go back to home page
1.4.4.
Family Members/Dependents
The family members/related person service enables employees to display and edit data about their own
family members and related persons. Employee can only enter the Child details
Page 24

Following is the overview screen. From the overview screen employee can create or change existing family
details.
To create New Child details, press NEW CHILD button
Click here to enter the child details
Enter all the required data on the screen and press REVIEW button
Enter first name
Enter last name
DOB
Click on Review
Page 25

Click to save
the data
Page 26

1.5.
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 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
Page 27

1.5.1.
Leave Request
Click on leave
request
Following are the steps to create or change the existing leave request in the system.
Click this to
hide calendar
Select type of
leave
Click this to see

overall quota of leave
Select Leave
Start & End date
Immediate
controlling officer
Write Remarks if any
Press REVIEW
Page 28

Fill all the required data and press REVIEW. After pressing review button system will show the preview of the
entered records. If the entered values are correct then press SEND button to submit the request for approval
from supervisor.
Review and if found

correct, send for approval
Confirmation Message
The leave request has been sent for approval. The immediate supervisor can see the request in his portal
inbox.
Following is the Supervisor inbox screen. In the supervisor inbox, leave request will come with the
subordinate name and request sent date.
Page 29

To open the leave request, click on the Subject line of the request. As and when supervisor will click on the
subject line, a Pop- up window will open with 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 and send back to the employee.
Page 30

Once the controlling officer has approved, the screen will appear.
Approved
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.
The leave quota is

reduced
Exit to go back to ESS

home page
Click exit to go back to ESS home page
Page 31

1.5.2.
Quota Overview
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.
Page 32

1.6.
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 Payroll
Click on Salary Statement
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.
Page 33

1.7.
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).
Page 34

Click on Travel & Expenses
1.7.1.
Travel 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, Advance required 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 reason for travel,
activity type and estimated cost of travel.
Activity Types:
a) Tour for training
b) Business tour
By default system will take the employees department/unit cost center and display the same on screen.
Page 35

Click on Travel Request
As and when employee will click on Create Travel Request service link following screen will come.
Enter all the fields on the screen as shown on the below screen
Page 36

Click on Edit Advance
To enter the Advance details press EDIT ADVANCE button
Click on Accept
Enter the Advance details and ress ACCEPT button. After entering the advance details, press REVIEW buoon
from the screen
Page 37

Click on Review
As and when employee will press REVIEW button, then employee can review the records on the next screen
including the advance details. From the preview screen press SAVE and SEND button .
Page 38

Click on Save & Send
As and when employee will press Save & send button, then the travel rquest will be sent to the employees
reporting manager for approval. System will show the confirmation message.
Confirmation message
Page 39

EmployeeReporting manager screens:

Employees reporting manager will get the employees travel request in the ESS inbox (Universal Worklost).
Click on Travel request
To open the Travel request, click on the Subject line of the request. As and when supervisor will click on the
subject line, a Pop- up window will open with all the required Travel request details including the advance
details.
Approve Request
If approver will approve the travel request then the after the travel, employee can initiate the travel expense
report for the same travel request.
Page 40

1.7.2.
Travel Expenses
Travel Expenses function allows the employee to settle the travel expenses incurred during the trips. The
expense receipts are entered, checked, and settled centrally by the finance department. The travelers enter
the data themselves with a central monitoring of the trip facts and information.
After the trip has been taken, 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.
To initiate the Travel Expense click on My Trips and Expenses
Click on My Trips & Expenses
Page 41

As and when employee will click on My Trip & Expenses, following screen will come. From the My Trip &
Expenses screen employee needs to select the Trip number which he/she had travelled and press Travel
Expense Report
Click on Travel Expense Report

As and when employee will click on TraveL Expense Report link, following screen will come. In the Create
Expense Report screen select the Trip Type and press APPLY button
Click on Apply
Page 42

As and when employee press Apply button all the data related to the Travel request will automatically come
against which employee wants to settle the expenses.
Click on Record Expense Receipts
Click on the Record Expense Receipts button to enter the DA related description in the travel expense report.
As and when employee will press RECORD EXPENSE RECEIPT button following screen will come. Enter all the
required data on the screen and press REVIEW button
Click on Review
Page 43

As and when employee will press REVIEW button, then employee can review the records on the next screen
including the advance details. From the preview screen press SAVE and SEND button to submit the travel
expense report for the approval.
Click on Save & Send
As and when employee will press Save & send button, then the travel rquest will be sent to the employees
reporting manager for approval. System will show the confirmation message.
Page 44

Confirmation message
Employees reporting manager will get the employees travel expense request in the ESS inbox (Universal
Worklost). To approve the travel expese reprort employees reporting manager needs to follow the same
process which is similar to travel request approval.
After the managers approval, request will go to the Finance administrator for the final settement. Employee
will get the travel expense amount from off cycle payroll.
Note: Employee can view the updated status of the Travel expense report also in the Travel & Expense node
also.
Page 45

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HUMAN CAPITAL MANAGEMENT

Human Capital Management

eGreen- Employee Self Service ............................................................................................................. 2

Getting Started .................................................................................................................................. 6

Employee Self-Service- Home Page .................................................................................................. 7

Employee Search ............................................................................................................................... 8

Change own data......................................................................................................................... 13

Personnel Information .................................................................................................................... 16

Personal Data .............................................................................................................................. 17

Family Members/Dependents .................................................................................................... 24

Leave Request ................................................................................................................................. 27

Leave Request ............................................................................................................................. 28

Quota Overview .......................................................................................................................... 32

Travel and Expenses ........................................................................................................................ 34

Travel Request Creation .............................................................................................................. 35

Travel Expenses ........................................................................................................................... 41

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

1. eGreen- Employee Self Service

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Click Internet Explorer

Click the Favorites

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Employee Self-Service- Home Page

Travel & Expenses

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Employee Search will provide two services:

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Click on whos who

Whos Who offers two types of search options:

Enter the last name

Enter the first name

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Click on last name

Details of Mr. Kencho

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Following screen will appear after pressing Advanced Search

Fill in available fields

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Click on the last name

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Change own data

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Overview: Displays existing communication data of employee

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Prepared By: Core Team Members and Wipro Consultants