Employee

Self
EMPLOYEE SELF SERVICE(ESS)
Service(ESS)
Objective

ESS is an automated web-based system that enables HCLT

employees to use the Internet to create, view and update personal
information and view other critical employment information.

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Info Types

Personal Data is used to view/update employees personal information such as Name, Date of
birth, Marital status, Marriage date, Marriage Certificate, Nationality, Gender etc.

Address is used to view/add/update employees different address details such as Current

address, Permanent address, worksite details, etc.

Education is used to view/add/update Employees different education details such as Education

sub type (Secondary, Senior Secondary, Graduation, Post Graduation, etc.), from date, to date,
certificate, board/university, Certificate, etc

Previous Employer is used to view/add/update Employees previous employer details such as

name of the organization, valid from date, valid to date, designation, location, last drawn salary,
etc

Communication/Work Permit is used to view/add/update employees communication details or

work permit details such as mail id, mobile number, tax file number, IRD number, etc

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Info Types

Family Details is used to view/add/update employees family details such as type of the family
member (Father, Mother, Brother, Sister, etc.), name, date of birth, gender, nationality, etc.

Passport Details is used to view/update employees passport details such as date of expiry, date
of issue, passport number, Issuing number, place of issue, etc.

Medical Details is used to view/update blood group of the employee.

Visa Details is used to view/add/update employees visa details such as type of visa, from date,
to date, status of the visa, reference number, etc.

Additional Personal Data is accessible to only US employees to view/update additional personal

data like ethnic origin, Military Status, veteran status details, etc.

Organization Assignment is used to view/update employees organization assignment details

such as Designation, Personal Area, Personal Sub Area, Employee Group, Employee Sub Group,
etc., by giving change suggestion text in the provided text box.

Travel Plan is used to view/update the travel plan type of the employee by giving change
suggestion text in the provided text box.

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Info Types

Reporting Manager is used to view/update employees reporting Managers details such as

Begin date, code, name, etc.

Dates of Employment and Work Experience is used to view employees dates of current
employment details and total work experience.

Current Working Location is used to view/update employees current working location detail.

PAN is used to view/update employees PAN number. Accessible only by India/COMNET emps.

Nominee Details are used to view/update employees PF/Pension/Gratuity/Medical

Insurance/Full & Final/Other Accruals nominee details. Can be accessed only by India employees.

My PaySlip is used to download (view/save) employees payslip.

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Business Rules - Mandatory Info Types
The following are the business rules applied for HCLT India

Current address is mandatory.

Permanent address is mandatory.

At least one education detail(Secondary/Senior Secondary/Graduation/Post

Graduation) should be available.

In Communication Info type, Company e-mail id is mandatory.

In Communication Info type, Company e-mail id should be properly formatted

and should contain valid domain.

In Reporting Manager, current Reporting Manager is mandatory and should be

active.

Current Working Location is mandatory.

PAN is mandatory.

At least one Nominee detail is mandatory.

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Mandatory Info Types
Whenever the user logs in, the mandatory info types are validated and any info types that are found
missing, an alert will be shown and all mandatory info types are listed in a Mandatory Info panel in
the home page and the entire application is disabled. The user cannot go back to myhcl.in or logout
until all the mandatory info types are submitted.
Note: Mandatory Validation is enabled only for India employees

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Business Rules - Data Confirmation
Every time the user clicks myhcl.in or logout of ESS, a Data Confirmation popup is shown asking for
correctness and accuracy of data. This information is recorded and used for auditing purpose.

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Request Types

Change Creation Info types (EHS Approval)

Education
Previous Employer
Family Details
Current & Worksite Addresses for US and Current Address for COMNET
CWL(Current Working Location)
Change Suggestion Info types (EHS/DU HR Approval)
Personal Data
Organization Assignment
Travel Plan
Dates of Employment and Work Experience

Bypass EHS Approval Info types (Auto update in SAP)

Address
Communication/Work Permit
Passport Details
Medical Details
Visa Details
Additional Personal Data
Reporting Manager
PAN only for India/COMNET employees
Nominee Details only for India employees

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Roles In ESS

Employee
EHS Representative
DU-HR
Admin
Super Admin
EHS SPOC
DU-HR SPOC
DU-HR Self Approval (Assigns HRs for all DU-HRs based on their
LOBs)

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EHS Approval Flow

EHS Approval
Scenario 1 Scenario 2

Change Creation Info types Change Suggestion Info types

Education Personal Data

Previous Employer Travel Plan
Family Details
Current/Worksite Addresses (US)
Current Address (COMNET)

SAP

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DU HR Approval Flow

DUHR Approval
Scenario 1 Scenario 2

Change Creation Info types Change Suggestion Info types

DU-HR Approves

Organization Assignment Current Working Location

SAP

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Bypass EHS/DU HR Approval Flow

Bypass EHS/DU-HR Approval

(Auto update in SAP)

Scenario 4
Address
Communication/Work Permit
Passport Details
Medical Details
Visa Details
Additional Personal Data (US)
PAN No (India/COMNET)
Nominee Details (India)

Employee Submits

SAP

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 EHS/DU HR Reject Flow
DU HR Reject
Scenario 1 Scenario 2

Change Creation Info types Change Suggestion Info types

Record moves to Archive in ESS Current Working Location Organization Assignment Record moves to Archive in ESS
database. database.

Mail will get triggered to DU HR Mail will get triggered to DU HR

and respective Employee stating and respective Employee stating
the action taken. the action taken.

EHS Reject
Scenario 3 Scenario 4

Change Creation Info types Change Suggestion Info types

Education Personal Data

Previous Employer Travel Plan
Family Details

Record moves to Archive in ESS
database.
Mail will get triggered to EHS Rep.
and respective Employee stating
the action taken.
Current/Worksite Addresses Record moves to Archive in ESS
(US) database.
Current Address (COMNET)
Mail will get triggered to EHS Rep.
and respective Employee stating
the action taken.

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 EHS/DU HR Refer Back Flow

DU HR Refer back
Scenario 1 Scenario 2

Change Creation Info types Change Suggestion Info types

DU HR can further Approve or DUHR can further Approve or

Reject the changes. Current Working Location Organization Assignment
Reject the changes.

Mail will get triggered to DU HR Mail will get triggered to DU HR

and respective Employee stating and respective Employee stating
the action taken. the action taken.

EHS Refer back

Scenario 3 Scenario 4

Change Creation Info types Change Suggestion Info types

Education Personal Data

Previous Employer Travel Plan
Family Details

EHS can further Approve or
Reject the changes.
Mail will get triggered to EHS Rep.
and respective Employee stating
the action taken.
Current/Worksite Addresses EHS can further Approve or
(US) Reject the changes.
Current Address (COMNET)
Mail will get triggered to EHS Rep.
and respective Employee stating
the action taken.

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Intimation Mails

Mail will get triggered for all Info type's in the below cases,

When EHS Rep. Approves/Rejects/Refer Back mail will get triggered to EHS Rep. and respective
Employee stating the action taken.

When DU-HR Approves/Rejects/Refer Back mail will get triggered to DU-HR and respective
Employee stating the action taken.

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Intimation Mails Screen Shots

Approve Screen Shot

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Intimation Mails Screen Shots

Refer back Screen Shot

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Intimation Mails Screen Shots

Reject Screen Shot

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Tracker

Trackers are used to track the pending request details. Tracker mails will get
triggered every Monday and Thursday at 11:00 AM to respective support executives
who has got pending requests.

Types of Tracker
ESS Tracker DUHR
ESS Tracker India
ESS Tracker Geo
ESS Tracker DUHR Self Approval

Legend information is shown at bottom of tracker as shown below.

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Tracker Screen Shots

ESS Tracker DUHR

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Tracker Screen Shots

ESS Tracker India

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Tracker Screen Shots

ESS Tracker Geo

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Tracker Screen Shots

ESS Tracker DU-HR Self Approval

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Reports

Report screens and their description are as follows:

Submitted Request is used to view all the requests that were submitted and waiting for approval
from EHS/DU HR Rep.

Archive Request is used to view all the requests submitted by the employee.

PIF is used take print out of all the Personal Information like Name, DOB, Address, Passport,
Medical, Family Details, Education, Previous Employment and Nomination Details.

Closed Requests Dump is used by EHS Rep. to view/download the requests closed by them.

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Reports

Nominee Form-PF and Pension is used to view/print the PF Nomination details.

Employment / Address Proof is used to generate and print the employment and address proof
letter for India & COMNET employees.

GEO Employment / Address Proof is used to generate and print the employment and address
proof letter for GEO employees.

EAP Report is used by DU HR to view all the details of employment / address proof letters
generated by the employees.

Long Service Anniversary is used by DU HR & LSA team to view the list of all employees who
have completed 5/10/15/20/25/30 year of service in HCL for the selected month and can also
generate the LSA letters and print them.

LSA Report is used by DU HR & LSA tem to view all the details of LSA letters generated.

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Admin

Admin screens and their description are as follows:

Pending With DUHR/EHS Representative is used for admin reporting purpose i.e., to take the
pending records with DUHR/EHS rep. for the specified criteria.

HR Mapping Configurator is used by admin people to view or update (assign) DUHR details.
Also used for reporting purpose.

HRDump is used by admin people for generating the HR Dump or all missing/inactive L4 HR
dump.

User Roles is used by admin people to configure a user against a role.

Configure Tracker Mails is used by admin people to configure tracker mails (India/GEO/ALL).

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Admin

Configure Exceptional EHS Representative is used by admin people to configure the

Exceptional EHS Reps. for specific type of employees like Corporate Officers etc.

Configure SPOC Users is used by admin people to configure SPOC user against LOBs.

Configure DUHR Self Approval is used by admin people to configure HR for DUHR based on
their LOBs

Configure EAP Purpose List is used by admin people to define/configure the purposes that will
be listed in Employment Address Proof Letter page.

SAP Upload report is used by admin people to view SAP upload Log details like Successfully
uploaded/Error/Pending for upload records.

SAP Upload summary report is used by admin people to view monthly SAP upload Log details
like Successfully uploaded/Error/Pending for upload records.

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Screen Shots for Admin Screens

Configure Tracker Mails

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Screen Shots for Admin Screens

Configure Exceptional EHS Representative

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Screen Shots for Admin Screens

Configure SPOC Users

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Screen Shots for Admin Screens

Configure BUHR Self Approval

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Screen Shots for Admin Screens

Configure ESS Search Details

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Screen Shots for Admin Screens

Configure EAP Purpose List

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Screen Shots for Admin Screens

HR Mapping Configurator

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Screen Shots for Admin Screens

HR Dump

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Screen Shots for Admin Screens

Pending with DUHR/EHS Rep.

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Screen Shots for Admin Screens

Configure User Roles

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Screen Shots for Admin Screens

SAP Upload Report

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Screen Shots for Admin Screens

SAP Upload Summary

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ESS Scheduled Jobs

S.No Job Name Purpose Frequency

1 ESS BDC Upload To upload the approved request to SAP. Daily at 7:00 PM

To mail upload errors to the respective

2 ESS BDC UPLOAD ERRORS Daily at 9:40 AM
technical/functional team.

To mail the status of HR like number of approved

3 ESS HR STATUS records, number of records pending with him and Daily at 9:35 AM
number of records uploaded.

To trigger reminder mail to DUHR if they have pending

4 ESS BUHR Reminder Daily at 4:00 PM
request.

To trigger reminder mail to EHS Representative if they

5 ESS EHS Reminder Daily at 4:00 PM
have pending request.

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ESS Scheduled Jobs

S.No Job Name Purpose Frequency

To move the withdrawn/retired/inactive employee details
6 DeletionofResignedEmployees (ESS) from all info type tables and status tables to Resigned Daily at 3:00 AM
info type table and resigned status table in ESS
database.

A Reminder mail is sent to the employee when EHS/BU

ESS Referback Reminder for HR refers back the submitted request asking for some Every Monday
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Employees clarification or some documentary proofs required from 3:00 PM
the employee for validation..

Every Monday
Tracker mails are triggered to respective DU HR
8 ESS Tracker - BUHR & Thursday at
executives who has got pending requests.
11:00 AM

Every Monday
Tracker mails are triggered to respective EHS executives
9 ESS Tracker India & Thursday at
who has got pending requests of India Employees.
11:00 AM

Every Monday
Tracker mails are triggered to respective EHS executives
10 ESS Tracker GEO & Thursday at
who has got pending requests of GEO Employees.
11:00 AM

Reminder mail to DUHR SPOC users if any DU HR has

11 Missing BUHR Daily at 4:00 PM
resigned in his LOB.

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Thank you

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