Self Service Options

This field allows the user to control of the maximum number of historical records displayed to the employee within ESS. This includes Pay slips from the Earnings History window. This field defaults to 50.

This is the email address of the System Administrator. The System Administrator is notified if:

• An application is sent to a manager who has terminated or who does not have access to Self Service.
• A leave application is escalated back to the employee and the employee has no email address.

This field specifies the number of times a Self Service user can attempt to login and fail because of an invalid user name or password before their access is disabled. If this number is exceeded, the user will be notified that their access has been disabled and told to contact the Systems Administrator for assistance.

Note: This only affects "Employee" user type profiles and not "Standard" user type profiles.

Enter the code that represents the Public Holiday Hours.

• This must be an Hours Type code with a Classification of P. This field allows the system to hold a default Hours Code used when processing Public Holidays that are included in an employee's leave application date range.
• Read about Processing Public Holidays.

Indicate if Self Service profiles are to be used in ESS as well as in Preceda or not by enabling/ disabling this field.

Preceda allows for up to ten normal pay slips for each employee. This rules table is available to allow users to nominate which pay slip the ESS import should use when creating the Time Entry transactions. The Leave Type and the Pay Frequency can define these rules.

Up to 5 Pay slip ID Rules can be entered to be used when importing the Self Service transactions.

Specify if the default allowance claim rate value can be overwritten or not by enabling/ disabling

This field controls the display of Public Holidays on the calendar that can be viewed in Preceda Self Service.

The available options for this field include:

This field is only referenced on the instance when all the following conditions have been met:

1. An employee is applying for leave; and
2. The Position the employee Reports To is not populated with an Active Manager; and
3. That Manager does not have a Standard User access.

In this scenario, the value entered in this field is used to restrict the number of position levels within the hierarchy which will be used to determine the Self Service Manager Approval list for Leave Application approval.

When the Position an Employee Reports To is populated with an Active Manager with Standard User access, only the Manager/s the employee Reports To, and the next level up Manager are presented to the employee when they are submitting a Leave Application. If all Managers above the employee do not have MSS access, the application will be sent to the System Administrator's Email Address set on this window.

If Manager Self Service is enabled, this field will determine the number of levels of employees/ positions a manager can view below his/ her current position within the MSS Leave Planner screen and the 9-Box Grid.

Example:

If 2 is entered into this field, the employee displayed on the MSS Leave Planner screen will be those whose Position is one and two levels below the Position of the manager in the reporting structure.

• This setting is only used if there is no Security Profile attached to the user.

• This function will work only if you have established a Position Structure and linked employees to these positions.

This entry will control the entry/display of Leave Entitlements, Leave Applications and Leave Approvals in Hours or Days.

• This is set at a system level.
• Consideration must be given to the implications of entering Leave in Days.

Indicate how the Leave Balances/Units are to be displayed in Self Service.

Option	Description
Hours	Display leave balances in Hours.
Days	Display leave balances in Days.
Actual	Display actual units. Leave balances should be displayed using the Unit Type set on the employee's Leave Accrual Method code. Note that this may mean that different employees have their leave entitlements displayed using different unit types. In addition, the same employee may have different leave classifications displayed using different unit types.
Equivalent	Display equivalent units. Leave balances should be displayed using the Equivalent Units unit type set on the employee's Leave Accrual Method code. Note that this may mean that different employees have their leave entitlements displayed using different unit types. In addition, the same employee may have different leave classifications displayed using different unit types.
Both	Display both Actual and Equivalent units. Show leave balances according to the employees Leave accrual method values in Accrual Unit Type and Equivalent Unit Type when displaying the leave available in ESS. Example : Balances may show in Days and Hours. Note that this may mean that different employees have their leave entitlements displayed using different unit types. In addition, the same employee may have different leave classifications displayed using different unit types. With the setting of B, in the case of this employees accrual method being set up as below, the leave when being applied for would should show in Days (Accrual Method Equivalent units) and Hours (accrual method Unit Type).

This field allows the employee to calculate an average number of working hours over a specified period and then use this value to calculate the expected working hours between the current Accrued To Date of their existing Leave Entitlements and the Projection Date provided.

The default value of this new field is '92' days, which is equivalent to three months. In order to be valid, the employee must enter a number between '0' and '366'.

This setting will only be referenced for employees attached to a Leave Accrual Method based on Actual Hours Worked, if they are not Auto-Paid and do not have a Work Pattern.

This field determines if the ESS Manager should allow the force payment of leave application in excess of leave owing.

This field determines if the Leave Audit Report is generated when Self Service Transactions are imported, and whether Warnings are provided if the employee has insufficient entitlement to cover the imported leave application.

This configuration option enables selecting Days or Hours option for automatic leave units calculation in Import Self Service Transaction to Payroll process.

The Days option is selected by default.

This enables or disables the Leave Calendar on My Leave.

If this is turned is ON, you can modify the default hours via the Leave Calendar on My Leave.

The Employee Work Hours Calendar on Group Profile is only visible when this is turned On.

You can indicate the color of the warning on Leave Calendar via this field.

An employee must apply for leave in advance before taking it. This field contains the number of days before taking leave that the employee must fulfill in order for the leave to approved. The system will not allow the entry of applications for leave on a date that is less than the approval period including weekends. So if the employee is allowed to apply for historical Sick Leave via Employee Self Service, this field should be left blank.

• The setting in this field will also control the entry of Sick Leave records.

If at least a week's notice is required before leave can be taken, then populate this field with the value of 7 - this will mean that NO historical leave can be applied for via ESS. The employee must also then apply for leave in advance before taking it.

The system will not allow the entry of applications for leave on a date, which is less than the approval period. Note that the setting in this field will also control the entry of Sick Leave records.

Sick Leave

When applying for sick leave using the E option (Each Pay), transactions will be processed as if they were In Advance, therefore only those transaction that fall within the Period End will be processed. Transactions that are outside the Period End will be rejected during Time Card Entry and will be processed in the next corresponding Period End.

When applying for sick leave using the Y option ( Both) and the employee selects the In Advance option, the transactions will be rejected and the employee will be forced to select the Each Pay option.

This field enables the Administrator/ Manager to make the nomination for the Primary Manager mandatory or not.

This field enables the Administrator/ Manager to make the nomination for Secondary Manager a mandatory or not.

This refers to the number of days that must elapse after the Leave Application is created to send reminder emails to the Manager reviewing the Application.

• If the Manager Escalation Period is not setup or left 'Blank,' it is still possible to send reminder emails to the Manager until the leave is approved.

• If this field is left 'Blank' or has a value of '0,' nor reminder emails will be sent.

• The value to be entered in this field must be less than the value in the Manager Escalation Period (in Days) field. If the Manager Escalation Period is setup, the value in that field cannot be '0' or less than the value in this field to ensure that the manager will receive at least one reminder email.

  Example:

  Application for leave is made on the 1st, and an email is immediately sent to the manager. If the value in this field is 2, then the manager will receive a reminder email every two days until either the application is being responded in some way, or until the Manager Escalation Period (in Days) field value is reached. So in this case, if the value in that field is 7, and the value in the Manager Reminder Emails field is 2, then the manager will receive 4 emails in total - the initial, then one on Day 3, 5, & 7.

• If the values in the Manager Escalation Period and Manager Reminder Emails are the same, no reminder email will be sent as the escalation will be triggered first.

• When sending the reminder emails to the selected manager their email address has been removed from Preceda, the System Administrator will be notified in a consolidated email at the end of the day that the Manager was not reminded of the Leave Application because of this reason.

  Sample Scenarios

  Manager Escalation Period (in Days)	Manager Reminder Emails (in Days)	Result
  5	2	Manager will get a Leave Application email notification on day 0, and reminder emails on day 2 and 4.
  5	5	Escalation will occur on day 5. No reminder emails will be sent.
  Blank	2	Manager will get a Leave application email notification on day 0, and reminder emails every 2 days on days 2, 4, 6, 8, etc. until the leave is approved or purged from the system.
  2	3	When saving the Self Service Options values the user will be informed that the Manager Reminder Emails (in days) cannot have a bigger value than the Manager Escalation Period (in Days) and will not save the values after this error is fixed.

   

  *Note: All Leave Applications (irrespective of when application was submitted) with a Status of "1" (Request Submitted) or "4" (More Information Required) will be included in the Reminder Email Process. To avoid receiving unwanted reminder emails, either cancel or purge OLD Leave Applications.

This refers to the number of days that must elapse before the Leave Application is escalated to the Alternate Manager.

• Specify the number of days the Manager has to action the request before it is escalated to the Alternate Manager (or System Administrator if no Alternate Manager was selected or No Alternate Manager available for selection).
• If the employee has not selected any Alternate Manager when applying for leave or the Alternate Manager Escalation Period has not been setup, once the Manager Escalation Period is reached, the System Administrator will be notified about the existing Leave Application.
• The notification to the System Administrator is through a single daily email where all non-approved leave applications are incorporated in one email.
• If this field is left 'Blank' or has a value of '0', the user may enter the number of days to elapse to send the manager reminder emails. The validation for the Manager Reminder Emails against the Manager Escalation Period will be performed only if the value in Manager Escalation Period is not 'Blank' or '0' and less than the value in the Manager Reminder Emails.
  Example:

  If the Manager Escalation Period is set to '2' (days) and Manager Reminder Emails is set to '3' (days), an error should occur. But if the Manager Escalation Period is left 'Blank,' and the Manager Reminder Emails is set to '3' (days), the user will be allowed to save the entry.

• No email will be sent to the System Administrator if no value has been assigned to this field.

This refers to the number of days that must elapse after the Leave Application is created to send reminder emails to the Alternate Manager.

• This field functions the same way as the Manager Reminder Emails (in Days) field except that it pertains to the Alternate Manager/ System Administrator.
• If the Alternate Manager Escalation Period field is not setup or left 'Blank,' it is still possible to send reminder emails to the Alternate Manager if one is selected by the employee when applying for leave.
• If this field is left 'Blank' or has a value of '0,' no reminder email will be sent.
• If the Alternate Manager Escalation Period is setup, the value cannot be '0' or less than the value setup in the Alternate Manager Reminder Emails in order to ensure that the Alternate Manager will get at least one reminder email.
• If the values in the Alternate Manager Escalation Period and Alternate Manager Reminder Emails are the same, no reminder email will be sent as the escalation will be triggered first.

• When sending the reminder emails to the selected Alternate Manager the email address has been removed from Preceda, the System Administrator will be notified in a consolidated email at the end of the day that the Alternate Manager was not reminded of the Leave Application because of this.

  Sample Scenarios

  Manager Escalation Period (in Days)	Alternate Manager Escalation Period (in Days)	Alternate Manager Reminder Emails (in Days)	Result
  5	5	2	The Leave Application is created on day 0, the Alternate Manager will get a Leave application escalation email on day 5, and reminder emails on day 7 and 9.
  Blank	Blank	2	As the Manager Escalation Period has not been set up, the application will not be escalated and no reminder emails will be triggered for the Alternate Manager.
  Blank	5	2	As the Manager Escalation Period has not been set up, the application will not be escalated and no reminder emails will be triggered for the Alternate Manager.
  5	Blank	2	The Alternate Manager will get a Leave Application Escalation email on day 5, and reminder emails on day 7, 9, 11, 13, etc. The escalation to the System Administrator or to the Employee will never take place as there is no value set up for the Alternate Manager Escalation field. The reminder emails should stop once the leave is approved of purged from the system.
  5	2	3	When saving the Self Service Options values, the user will be informed that the Alternate Manager Reminder Emails (in Days) cannot have a greater value than the Alternate Manager Escalation Period (in Days) and will not save the values after this error is fixed.

This refers to the number of days elapsed before the Leave Application is escalated to the Systems Administrator.

• This field functions almost the same way as the Manager Escalation Period (in Days) field. The difference is that it defines the number of days before escalation to System Administrator.
• Upon reaching the number of days elapsed, an email will be sent to the Systems Administrator to notify them that there are Leave Applications that were not approved by the Manager or Alternate Manager. The email is composed of all Leave Applications consolidated into a single correspondence.

This refers to the number of days elapsed since the Leave Application was created without being approved before sending the employee an email notification that the application is still pending.

• It is recommended that this field is higher than the total number of days of the Manager Escalation Period and Alternate Manager Escalation Period, if both have been setup. In case only the Manager Escalation Period is setup, the Employee Escalation Period must be higher than this field as well. If left 'Blank,' the employee will not be notified of their Leave Application not being approved.
  Sample Scenarios

  Manager Escalation Period (in Days)	Alternate Manager Escalation Period (in Days)	Employee Escalation Period (in Days)	Result
  5	5	7	Employee is notified on day 7 about their Leave Application not being yet approved. Escalation to System Administrator occurs on day 10.
  5	5	11	Employee is notified on day 11 about their Leave Application not being yet approved. Escalation to System Administrator occurs on day 10.
  Blank	5	2	Employee is notified on day 2 about their Leave Application not being yet approved. Escalation to Alternate Manager or System Administrator will not occur.
  5	Blank	3	Employee is notified on day 3 about their Leave Application not being yet approved. Escalation to System Administrator will not occur as Alternate Manager Escalation Period has been left blank.
  5	Blank	7	Employee is notified on day 7 about their Leave Application not being yet approved. Escalation to Alternate Manager will occur on day 5. Leave will never be escalated to System Administrator.