ESS Administrator - Change Request Approvals (Web)

Overview

Construct ESS – Change Request Approvals

The Change Request Approvals dashboard allows authorized HR personnel and administrators to review, approve, or reject employee-submitted updates made via the Personal Profile and Family Member Information screens. This centralized screen helps streamline update workflows and ensures data integrity. The dashboard provides a summarized list of all pending requests related to employee profile or family information updates

NOTE: The Change Request Approvals screen is only available for Construct ESS web.

Requests are grouped by type (Personal Profile and Family Info).

Search

Use the search bar to filter the dashboard. Results can be filtered by employee, role, status, or date range.

Security

HR Role Maintenance

HR Role Maintenance; standard Treeview path: HCM > File Maintenance > HR Role Maintenance

The Change Request Approvals dashboard is available to administrators and authorized personnel based on their HR roles. HR roles are defined in the Human Capital Management - HR Role Maintenance screen in the Human Capital Management (HCM) module. This allows administrators to view, edit, reject , or approve the change requests based on their HR role.

Pgm: HREMPLOYEEDASHBOARD – Employee Dashboard; standard Treeview path: Human Resources > Personnel > Employee Dashboard

HR roles are assigned in the Human Resources module to determine the privileges and functions a user will have in Employee Self Service. The HR role is associated with the user's contact code in order to facilitate approval of change requests in HCM. For more information, please refer to Human Resources - Employee Dashboard.

Role Maintenance

Security Roles; standard Treeview path: Employee Self Service > Security > Security Roles - Assign Programs

Security Roles; standard Treeview path: Employee Self Service > Security > Security Roles - Assign Menu Items

Program and menu access to the Change Request Approvals screen can be granted to a user's role in the Security Roles screen located in the ESS desktop module. This ensures that only authorized personnel can manage change requests.

Managing Change Requests

Change requests can be approved or rejected directly from the dashboard using the Approve/Reject icons.

To view the change request details, select a row to launch the Change Request Approval Details screen for the selected employee, as shown in the screenshot above.

Approving Change Requests

Use the Approve icon () or the [Approve] button on the Details screen to immediately approve the request.

Approve Change Request pop-up

If the request involves changes to profile information, the system will ask for a reason for approval. If the request involves an address update that requires a Geo Code or School District field selection, a pop-up will appear to allow users to make the appropriate selection before proceeding. Once a request is approved, a History record will be created using the selected effective date. The employee will also receive an approval email notification.

Rejecting Change Requests

Use the Reject icon () or the [Reject] button on the Details screen to reject the request.

Reject Change Request pop-up

Enter a reason for the rejection in the pop-up screen (required). The employee will be notified of the reason via a rejection email notification and can choose to revise or resubmit the change request.

Batch Approvals (Family Information Only)

For family information change requests, batch approval is available in the log. Select multiple pending records and click [Approve] to approve them all at once.

NOTE: Batch approval is not available for personal profile change requests.

Employee History Record

Every time a change is made to an Employee Profile and is approved, a History record is automatically created. This feature provides:

• A detailed log of all profile changes, including the date, time, and user who made the update.

• Improved data traceability and audit readiness for compliance purposes.