About Employee Self Service

Preceda Employee Self Service provides HR and Payroll services to managers and employees. Employees can access and change their own personal details including emergency contacts and dependents. However, address details such as their own name and date of birth cannot be changed. Only authorised staff members can change these details in Preceda.

Employees can apply for leave and enter time sheets and claims on line, view historical Pay slips and current leave entitlements, apply for leave online, and project leave balances. There are more than 120 screens that can be made available in ESS, managed via Access Profiles by an administrator. Visible screens can either be editable or not, depending on this access. Administrators can configure the Self Service menu by creating a configured Self Service Navigator.

Employees can print their own Pay slips in a form compliant with legal requirements for loan application purposes; this is controlled by Program Control option PYSLP Position 14.

 

There are five main areas of Self Service:

Employee Self Service (ESS) allows employees to access, view, and change their own personal details, apply for Leave, and enter Time Sheets.

 

Manager Self Service (MSS) allows a Manager to review and approve employee Leave Applications, Timesheet, and Claim details, depending on the activated functionality. A manager has the ability to approve, reject, or request more information from the employee about the submitted application, timesheet or claim.

MSS Users also have the ability to initiate and approve workflows that are generated for a range of common tasks within Preceda, including leave applications, new hire confirmations, terminations, training applications, incident reporting, and performance reviews.

An MSS user can also access one's own ESS information from the My Details, depending on the access given by the Systems Administrator.

An MSS User can also delegate workflows to other MSS Users, in their absence.

 

The Payroll department can import transactions entered in Self Service by the employee, and review them before processing them in the Payrun.

Even if a Manager cannot review and approve applications, or is away when the Payrun is ready to be processed, the payroll department can process a report to determine whose details have not been approved yet. They can then be followed up, imported, and process as necessary to complete the Payrun.

To ensure that the maximum possible levels of security is maintained on employee records, a Self Service User must provide information in the form of a secret question and answer that can be used to confirm if an employee has forgotten their password.

In addition there are settings in the Preceda Variables (Prevar) field that contain parameters to control such things as:

  • the maximum and minimum length of the password;
  • the format of passwords, alpha, numeric or both;
  • password expiry dates;
  • the time frame before passwords can be reused;
  • the number of times a password has to be changed before an old password can be reused;
  • the length of time before a Self Service session will automatically time out; and
  • the use of a Client ID on the log in window to add an extra level of security.

 

Preceda also has the ability to create Access Profiles and Payroll Templates to attach to Self Service users. Once the profiles are created they can be applied to individual users or a group of users through Group Profiles. These profiles determine the type of access employees have to various features within Self Service.

  • Access Profiles control access to Personal and Contract Details, Emergency Contacts, Dependants, Pay slips, Leave Entitlements, Training Courses and Job Vacancies.
  • Templates control access to Timesheets, Claims and Leave Application detail.

 

Self Service Themes and Links allow for the look and feel of Self Service to be configured by the user.

  •  An optional feature allows images to be uploaded into different windows in Self Service to allow Configuration of the look and feel of your system.
  • Prevar option *PP_FILEUPLOAD must be set to Y to allow for this.
  • For In House Client only:
    An optional feature forces users to enter a Client ID when logging on. This enables greater enforcement of security particularly if there is more than one Preceda database on your System, as the Client ID is linked directly to one database. This is set using a Sysvar option *SELFSERV _CLIENT that sets the function to *ON for your System, followed by a Prevar setting *CLIENT_NAME that holds the Client ID for each database.