ESS Administrator - My Team (Web)

• ESS Administrator - My Team (Web)
  • Overview
  • Organizational Chart Setup
    • System Options
    • HR Setup
    • Payroll Setup
  • Search Employees
  • Managing Leave Requests
    • Manager Email Notification
    • Approve or Reject a Leave Request
    • Employee Email Notification
    • Reportee Leave Balances
    • Delegate a Leave Request
    • Away on Leave

Overview

When an employee submits a leave request, the request will be sent to their direct manager as per the My Team organizational chart. This shows all members of the employee's team, who they should report to, and who reports to them. Managers can approve/reject the pending requests, review leave balances, and search for employees. If necessary, managers have the option of delegating their leave approval responsibilities to another manager.

My Team in Construct ESS

In addition to being sent to a direct manager, any submitted leave request is also sent to HR, where it can be reviewed in the Leave Management screen. Delegations can also be handled by HR in the Delegation Management screen.

Organizational Chart Setup

There are two ways to set up employee hierarchy with CMiC software:

1. In the Human Resources module using HCM positions.

2. In the Payroll module using the Job Classification and Direct Reports To fields.

System Options

How employee hierarchy is set up depends on the below checkbox, located in the Human Resource tab of the System Options screen in the System Data module.

Pgm: SYSOPT – System Options; standard Treeview path: System > Setup > System Options – Human Resource tab

HCM Position Synchronize from Payroll - Checkbox

Check this box to allow for the automatic synchronization of employees with a corresponding position code within the organizational structure.

Under the HCM tab of the Employee Profile screen in the US Payroll module, once the Job Classification field is filled, employees can be assigned positions. Only open positions are displayed in the Position field’s LOV for the specified job classification. The Direct Manager and Senior Manager fields in the Employee Profile are automatically populated based on the controlling position ID set up in the Reports To field in the Positions screen in HCM.

If this box is checked then it is required to create a position through the HCM module. If this box is unchecked then the user's job classification and direct report should be entered in the Employee Profile screen.

HR Setup

If the 'HCM Position Synchronize from Payroll' box is checked, further setup should be done in the Position Details tab of the Human Capital Management - Positions screen in the HCM module, as shown below.

Positions; standard Treeview path: HCM > Position Control > Positions – Position Details tab

Here, assign the employee to a position and job classification and select who the employee reports to. Once saved, these details are shown in the HCM tab of the Employee Profile.

Pgm: PYEMPLOY – Employee Profile; standard Treeview path: US Payroll > Setup > Employees > Employee Profile – HCM tab

Payroll Setup

If the 'HCM Position Synchronize from Payroll' box is not checked, the Job Classification and Direct Report To fields should be entered directly in the Employee Profile in the Payroll module.

Pgm: PYEMPLOY – Employee Profile; standard Treeview path: US Payroll > Setup > Employees > Employee Profile – HCM tab

Search Employees

Users can search for other employees in the company.

Use the Search bar to search for a particular employee or scroll through the list to review all employees in the company.

Once you click on an employee, their reporting structure and contact information will be displayed.

Managing Leave Requests

Manager Email Notification

When an employee submits a leave request, their manager will receive an email, similar to the one shown above.

Approve or Reject a Leave Request

The app displays the My Team icon () with a number badge to notify the manager that there is a leave request awaiting their approval. The manager will be able to view all pending leave requests that require their approval.

The Direct/Indirect Reports section in My Team will show the total count of these requests. Only the submitted requests will be included in the badge count.

The Pending Requests column displays pending leave requests that require approval.

The manager can access an employee's leave requests by drilling down on the employee's profile.

Click on a specific request to view its details in the Leave Request pop-up.

Managers can either approve or reject the leave request. If a leave request is rejected, it will be returned to the employee. The employee will be required to make any necessary adjustments and resubmit the request for approval.

HR also has the ability to approve or reject a leave request. Refer to the Leave Management screen for more information.

Employee Email Notification

The employee will receive an email notification once the request has been approved or rejected.

If the leave request is approved, the status will be updated accordingly, and a timesheet will be generated.

Pgm: SYSOPT – System Options; standard Treeview path: System > Setup > System Options – E-TimeSheet tab

The timesheet will be created in either the E-Timesheet or Regular Timesheet program, depending on the option selected in the Generate Timesheet Utility for field, located on the E-Timesheet tab of the System Options screen in the System Data module.

When selecting the "E-Timesheet" option, ensure that the 'E-Time' checkbox is checked in the US Payroll - Hour Types screen in the US Payroll module.

Reportee Leave Balances

Managers can review their reportee's leave balances using the Leave Balances link.

Review the leave balances in a list view and drill down for more information. Managers may find it helpful to review this information before approving/rejecting any new leave requests.

Delegate a Leave Request

Managers have the option of delegating all the leave requests assigned to them for approval to other managers. HR also has the ability to delegate leave requests. Refer to the Delegation Management screen for more information.

This is done in the Active Delegations section of the My Teams screen.

Security Roles; standard Treeview path: Employee Self-Service > Security > Role Maintenance

For this section to be visible, the user must be assigned access to Construct Leave Delegation in the Security Roles screen in the ESS module.

In the Active Delegation section, the [Add Delegation] button is used to add a delegate. An LOV of the names of all active ESS users will be available for selection. Multiple employees can be added as delegates. Start and end dates can also be specified to indicate the expected duration of the assignment.

After delegates have been assigned, the selected delegates will have access to view and approve/reject the leave requests under the Delegate Reports section of the My Team screen.

The approval process for delegated requests is the same as for direct reports. They can also view the leave balances of the delegate reports.

Away on Leave

While the blue number badge notifies the manager that there is a leave request awaiting their approval, the red clock badge is used to indicate that an employee is away on leave for the current day.