| HRMS Software employee self service (ESS) | | | | approval process for any changes that may occur in |
| systems continue to be one of the most popular | | | | the system. For example, an employee requests time |
| options with HRMS software and the demand is only | | | | off, the manager then may approve or disapprove this |
| growing. From a random sample of those that | | | | time, if they approve it, the information may move to |
| completed our HRMS Payroll and HRMS Software | | | | human resources to make a final approval. If the |
| Selection Tool we found that 75% of those who | | | | manager is out of the office, they will typically have the |
| completed the survey had an interest in ESS systems | | | | capability of designating a temporary approver while |
| and of those 83% said ESS was a required option. For | | | | they are out. |
| those that scored the importance of the option from | | | | As I mentioned earlier under employee access, the |
| one, being the lowest, to ten, being the highest, the | | | | HRMS software administrator has the ability with each |
| average score was 8.5%. In short, this information | | | | field to determine if the employee can view, not view, |
| reflects what we are already know; when it comes to | | | | or change the item. You are typically allowed to setup |
| HRIS or HRMS, ESS is a highly demanded option. The | | | | a work flow for each change, as well. |
| objective of this article is to define the typical | | | | Time off Management - We briefly touched on this |
| capabilities of today's HRIS ESS systems. | | | | topic already but the important thing to mention is that |
| If you find this article helpful you may also want to | | | | employees are typically able to view their time off |
| read our other HRMS Software ESS Article. With this | | | | history, balances, leave balances, and request time off. |
| article we covered a few other topics regarding ESS | | | | Managers are typically provided the ability to approve |
| including the types of companies and employees that | | | | or disapprove this time and view reports relating to |
| ESS works best for. | | | | when employees are scheduled to be out or view |
| Typical HRMS Software ESS Options | | | | attendance summary reports. |
| Employee Access - In the most basic sense, | | | | Benefits Open enrollment - Benefits Open Enrollment |
| employee access is the main purpose of ESS | | | | may or may not be an option included with ESS. |
| systems. Employees have the ability to view or update | | | | Sometimes it is an extra option with its own price. |
| their own information without having to communicate | | | | Benefits open enrollments allow for the creation of a |
| with HR or their managers to do so. This access may | | | | benefit setup wizard by the HRMS Administrator. The |
| include simple demographic data, emergency contacts, | | | | employees are often able to read details regarding the |
| attendance details, benefits, training, payroll information, | | | | plans and compare the costs and coverage of multiple |
| or insurance plan details. When an ESS product is | | | | plans side by side. This allows employees to complete |
| setup, an HRMS software administrator will typically | | | | their benefits setup and changes at home where they |
| have the option to define field by field what information | | | | can, perhaps, view their spouse's coverage options to |
| employees can view, not view, or update. There may | | | | make the best decision for their family. |
| also be situations where they can change data but | | | | Training Management - If your HRMS software has a |
| that change must be approved by others before the | | | | detailed training management system, you may also |
| change is live. This important capability will be | | | | see a number of the following options included in your |
| discussed later in this article under the option title Work | | | | HRMS application: |
| Flow Management. | | | | Ability to register online for in house classes |
| Manager Self Service - With many of the companies I | | | | View training history |
| have worked with in the past, this option has been | | | | View course catalog |
| viewed as being more important than the employee | | | | Take online tests |
| self service. With this option, managers are able to | | | | View reports associated with programs requiring |
| view or change data on their direct and indirect report | | | | CEU's or credits for completion or renewal. |
| employees. An indirect report is an employee who | | | | |
| reports to the manager and also has employees | | | | In House Recruiting - If your company HRMS software |
| reporting to them. In this example, the CEO or | | | | offers a recruiting option, you may also be able to |
| President of your company should be able to see all | | | | offer in house recruiting options to your employees. |
| employees. Managers typically may be provided | | | | They may be able to view a job, the description and |
| access to all the information employees are but they | | | | requirements or post directly for a job. |
| may also be able to run additional reports on their | | | | Company Information - If your company does not |
| employees and managers. | | | | offer an employee intranet, an ESS application can |
| Integration of HRMS and Payroll Information - If your | | | | also assist with this demand. You may typically place a |
| HRMS and payroll application are integrated or you | | | | variety of links within the employee or manager |
| have an interface that can populate an HRMS | | | | access portion of the ESS product that may include |
| software ESS option, employees and managers may | | | | the following: |
| also be able to see payroll data or payroll history. I | | | | Employee handbook |
| worked with a twelve hundred employee company | | | | Company policies |
| recently and, for them, the most important capability of | | | | Links to benefit providers |
| ESS was having the ability for employees to print their | | | | On the first page of the employee or managers |
| own direct deposit advices. | | | | access, notes may be added on upcoming events |
| Work Flow Management - I briefly touched on this | | | | such as benefits open enrollment or other company |
| very important capability under the employee access | | | | news. |
| option section. With this option, you can designate an | | | | |