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SAP ESS AND MSS OVERVIEW
- Portal Architecture
- Homepage for Self-Services
- Headers & Area Group Page
- Employee Self Services
- Employee Search – Who’s Who
- Change own data
- Personnel Information
- Personal Data
- Family Members
- Bank Information
- Personal ID
- Working Time
- Leave Request
- Quota Overview
- Record working time
- Time Statement
- Clock-In / Clock-Out corrections
- Benefits and Payment
- Salary Statement
- Statutory reports
- Career and Job
- Travel Management
- Travel Request
- Travel Expenses
- Manager Self-Services
- Working Time
- Employee Data
- Personal Change requests
- Portal Administration
SAP ESS and MSS Overview
SAP ESS and MSS
ESS – Employee Self Service is an web enabled tool used to update their own datas by the employee itself.
MSS- Manager Self Service is an web enabled tool used for Managers to take report or update the datas of subordinate.
This will give you a comprehensive idea:
- 1. An employee wants to take two weeks of leave. He or she accesses the Leave Request Web application. He or she sees in the Team Calendar that other team members also have leave at the same time. Nonetheless, he or she requests leave for the planned period.
- 2. The leave requires approval. The system automatically determines the approver responsible and lists the name in the Web application. If required, the employee can overwrite the name of the approver.
- 1. The employee’s request is stored in the database of leave requestswith the status Sent.
- 2. Once a day, the RPTARQEMAIL report (Leave Requests: Send E-Mails) is run in the background. The system sends an e-mail to the appropriate approver for the requests with status Sent that require approval. The e-mail notifies the approver of the steps required.
- 3. The approver accesses the Approve Leave Requests Web application from the Universal Work list.. The application provides the approver with a list of all the leave requests that require his or her approval.
- 4. The approver selects the employee’s leave request. After checking the Team Calendar, the approver realizes that the employee’s leave request cannot be approved since it would mean there would not be enough team members at work for the period in question.
- 5. The approver writes a note in which he or she states why the request has been rejected. He or she then rejects the request.
- 6. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her that the request was rejected. The employee accesses the Leave Request Web application. He or she selects the request in the Absence Overview. He or she sees in the note the reason why the request was rejected.
- 7. The employee looks at the Team Calendar and finds a period in which no other team members are on vacation. He or she changes the period of the request. The employee specifies the change in period in the note.
- 8. The RPTARQEMAIL notifies the approver of the request by e-mail. This time the approver can approve the request.
- 9. The request receives the status Approved in the database. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her that the request was approved.
- 10. The system processes the requests further according to their status:
- 11. The RPTARQPOST report (Leave Requests: Post) writes all requests in the database that have the status Approved to the Absences (2001) or Attendances (2002) infotype.
- 12. The system may not be able to post the requests to the infotypes if, for example, they collide with other infotype records. These requests are given the status With Errors.
- 13. The RPTARQEMAIL report sends an e-mail to the relevant time administrator to notify him or her that the requests were unable to be posted.
- 14. The time administrator accesses the RPTARQERR report (Leave Request: Process Posting Errors). It lists the requests with errors.
- 15. The time administrator analyzes the error situation in the backend system.
- 16. If he or she can solve the cause of the problem and save the data record in the infotype, he or she uses the RPTARQERR report to set the request to Posted.
- 17. If the problem cannot be solved, because the employee has other commitments at the time, for example, the time administrator rejects the request.
- 18. The RPTARQEMAIL report sends an e-mail to the employee notifying him or her of the change in status of the request (in ESS)
- i. Line managers
- ii. Team leaders with project management tasks
- iii. Department heads
- 1 Tasks related to the personnel responsibility for their team
- – Controlling tasks within their budgeting responsibilities
- – Planning tasks
- – Project management tasks
- * Budget* — Supports managers in fulfilling their cost and budget responsibilities, including annual budget planning, budget monitoring, cost analysis, and correction of postings. Managers can check critical variances, monitor travel expenses, and track budget consumption on projects.
- *Staffing* — Supports managers in their HR-related administrative and planning tasks. The application supports HR processes relevant to a manager’s particular tasks — from recruitment to the annual employee review and compensation planning. It allows a manager to display attendance information, as well as to change data for employees who have no access to PCs. SAP Manager Self-Service supports flexible reporting on data from different data sources, and a quota planning function enables managers to plan future staffing quotas.
In the latest release there some additional functionalities (iViews) are added.
ESS: Allows employees to create, display, and change their own data in the company’s intranet. In Personnel Administration, for example, employees can use the Personal Data service to create and edit their own personal data. In this way, employees 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.
Employee Self-Service of mySAP ERP enables employees to create, display, and change their own HR-related data in the Enterprise Portal. It covers data from various business areas:
- – Working Time
- – Career and Job
- – Employee Search
- – Personal Data
- – Benefits and Payment
- – Travel Management
- – Corporate Information
- – Life and Work Events
- – Training related details
- – Qualifications
- – Appraisals
- – Participation in the Appraisal process* etc.
To implement LEAVE REQUEST &APPROVAKL, both ESS and MSS are not mandatory. But ESS is required.However this functionality is developed to be avaialable in MSS also if a client wants have both ESS and MSS. Without MSS, the business flow of Leave request would be in ESS is like this:
MSS: it is a web based application designed for the people who carry out management tasks.
This Manager Self Service is designed for all employees who perform management tasks at an operational level, for example:
In particular, the business package supports managers perform the following:
ESS MSS An Implementation Approach
Self service applications continue as the main focus of HR Departments as these applications try to control the cost incurred by IT departments for HR services and deliver increased and efficient services, processes to both employees and customers. It also gives an enhanced productivity with minimal manpower for all organizational departments the companies can benefit with the overall service delivery strategies, change management process.
Role of Change Management
Adoption and Compliance One of the key steps in change management is to ensure universal acceptance or adoption across the business, and then to test that the systems are working as planned. Conduct usability testing process as early as possible with a particular user group for their acclimatization to the processes. During the realization phase of the project, we should check if the self service applications are working as required. Create a user group that can test the applications for the different process forms. Conduct working sessions that can provide the end users with real time business scenarios and complete the piece of functional process flow. Once the users have tested the functionality collect the results and isolate the common issues. The best practice is to address the user issues before rolling out the process in order to gain the maximum acceptance and adoption of the new functionality. Depending upon volume of changes which needs to be incorporated we need to be proactive in planning diligently the realistic implementation timelines if we are at the assessment, build /development or testing stage of the application. The big challenge here is the change management and scope of changes incorporated in the timeframe of the project. We need to explicitly communicate the terms and guidelines and factors which might create roadblocks and hindrance that may not be evident to the employees and Managers. One approach to mitigate the impact is to introduce the unfamiliar terminologies with the FAQ document that is readily accessible on the portal for users to easily access during the transaction. Educating users on new terminology helps to remove the apprehension associated with the new technology or products we are planning to deploy at the customer site.
Communication plan should be pretty effective and straight forward. Always limit the number of emails generated in the system. Email automation should be kept to a minimum in the self service design.SAP software’s standard workflow functionality can be leveraged or enhanced for approval process and notifications. Some of these notifications will be based on Portals .Try to manage certain notifications centrally from HR. In some companies, that is not a change .It is a good idea to manually manage communications from the compensation department or HR as it is a condensed period of time when system generated emails could provide burden to the users and also have system dependency issues in case of timely notifications not reaching them during the crirtical business functions .At the end of blueprint stage, it is important to review the various communications that employees and managers will receive throughout the process to ensure they will not be confused by repetitive messages.
Steering Committee: A steering committee should be formed and is highly recommended during the project to review project status and to provide advice on key and outstanding issues addressing the business concerns and aligning them with the IT development team. The senior management is normally representing this group. As the project reaches a critical path anytime during the implementation, it may be necessary to increase the number of meetings or call meetings to resolve issues and remove any roadblocks along the project. Many companies have the post go-live committee which I highly effective and recommended to hash out any post go live issues and sync the business acceptance level with the business community.
Review any changes to online forms, Transactions and processes with the affected business units and functions. Workflow enabled process should prompt a review from other areas in the company that may have critical dependencies or feedback about how the new forms and processes will impact them. Making processes and forms too complicated may have minimum acceptance from business community from using them company wide, if business rules and user’s interfaces cannot be reconciled or standardized between the groups. We need to optimize and design the workflows to the simplistic possible and adhere to the business acceptance levels and criteria.
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