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Oracle Self Service

SSHR
Abu Dhabi Motorsports Management
ADMM

Author

:
Creation Date

Control Number

Feras Ahmad
: 12-12-2012

: BR100 /SSHR/12-12-2012
Version

: 01

Approvals:
ADMM Representative
IDS Representative

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Table of Contents
Oracle Self Service SSHR................................................................

Table of Contents................................................................
Introduction to Oracle Self-Service...................................................
Employee Self Service....................................................................
Overview...........................................................................................5
Employee Self Service..........................................................................6

Changing Your Personal Information (Addresses, Phone


Numbers, etc. (.....................................................................
Enter
Enter
Enter
Enter

or
or
or
or

Change
Change
Change
Change

your
your
your
your

Phone Numbers..................................................14
Main Address......................................................17
Emergency Contacts............................................21
Dependants and Beneficiaries...............................26

My Leave....................................................................................
Applying for Leave.............................................................................30
Corrections to Existing Absence Records (Transactions (..........................33

View Your Pay slip........................................................................


Employment Information...............................................................
Education and Qualifications.........................................................
Accessing Workflow Notifications....................................................
Using the Workflow User Web Applications responsibility:........................44
Using the Pending Items function Awaiting My Attention function from the
Employee, Manager Responsibilities:.........................................45

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Introduction to Oracle Self-Service


The ADMM Employee and Manager Self-Service extend the functionality of the
standard HR Back Office system by enabling both employees and managers to
participate in Human Resources management via a web browser.

?What does Employee self service mean


Employee Self-Service means that the originator of a task is also the person
responsible for that task. Using a standard web browser, the user accesses the HR data
and performs a specific task, for example, registering a change of address. By
transferring the responsibility for the task to the originator of the task, data accuracy is
.increased and administration costs are reduced
Some changes require an approver, e.g. an absence request must be approved by
the requesters line manager. In these cases approvals are managed via Self-Service
notifications, which reduces the time, effort and cost of normally cumbersome manual
processes.

?What is Manager Self Service


The Manager Self-Service menu contains functions that a Manager can perform on
behalf of his/her subordinates. The underlying difference between the Employee and the
Manager Self-Service is that the Manager has the added responsibility to approve specific
transactions via the Self-Service module, for example Leave of Absence. In Addition to
the above, additional functionality exist for managers such as viewing all appropriate
information about subordinates and Change Manager as well as Management
Information queries Suitability Matching for open Jobs, Positions, competencies and Work
Opportunities.

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Employee Self Service


Overview
The Employee Self-Service menu (Fig. 1) contains the functions (right
hand column) that employees can perform on their own records, for example
the Personal Information functions.
In order to access the functions, you must have the Employee Self Service
responsibility (Fig.1 - left hand column) allocated to you.

Fig.1

The following provides a brief description of each function in Employee Self-Service:


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Employee Self Service

Employment Information

My Leaves

Pending Items
Pay slip
Amend my Leave
Business & Training
Travel Request
Business & Training Travel
Request Amendment

The Personal Information enables users to


Update and maintain their personal records.
The Personal Information function cover the
Following areas:
Basic Details
Phone Numbers
Main Address
Other Address
Emergency Contacts
dependents and Beneficiaries
Leave Management on Self Service covers all
processes to capture and maintain all
different types of leave by the users via the
Self Service module.
This function offers the user access to view
His/her current Pending Issues as well as history
of it.
This function offers the user access to view
his/her current months as well as history of
Pay slips.
To update the leaves
The Business & Training Travel Request enables
employees and managers to request a Business &
Training Travel by using this functionality.
To update the Business & Training Travel Request

This function offers the user access to request


reimbursement for different types like ( business meal ,
medical test for visa ,,, etc.)
Claim Request This function offers the user access to request Education
Education Assistance Request
Assistance for his or her children
This function offers the user access to
Specific information, for example performance, absence
Employment Information
and job applications.
Users can view their own personal records
when accessing this functionality
This function offers the user access to view and
My Documents
upload his/her Documents like ( passport copy ,
visa )
This function offers the user access to view and
Education and
update his/her education details and
Qualifications
qualifications.
Letter Request
This function offers the user access to request
letter like (business trip letter , employment letter
Claim Request
Reimbursement Claims

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, salary certificate letter ) .


This function offers the user access to view and
Change Bank Account
update his/her bank account details like account
Details
number bank name IBAN code .
This function offers the user access to view and
Business Card Request
update his/her business card.
This function offers the user access to request
Advance Salary Request
Advance Salary.
This function offers the user access to request
Encash My Leave
Leave Encashment.
This function offers the user access to request
Housing Loan Request
Housing Loan.
This function offers the user access to view and
Housing Loan Re-schedule
update his/her Housing Loan details.
This function offers the user access to request
Personal Loan Request
Personal Loan.
This function offers the user access to view and
Personal Loan Re-schedule
update his/her Personal Loan details.

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Changing Your Personal Information (Addresses, Phone


Numbers, etc. (
This function consists of the following actions that can be performed by an
employee:

Enter or Change Basic Details


Enter or Change Phone Numbers
Enter or Change Main Address
Emergency Contacts
Dependants and Beneficiaries

Each of the above actions is described in detail below.

Enter or Change your Basic Details


To enter or change 'Basic Detail', click on the 'Personal Information' function
under the 'Employee Self Service' menu and follow the steps below:

Step 1

Fig.2
Click on the
button next to the Basic Details information (Fig. 2). An option
form will open (Fig. 3) where you must decide whether the change is a correction or
an update. By selecting the 'Correct or complete the current details' option the
system will only update the current record without saving history. By selecting the
'Enter new information because of a real change to the current details '
option, the system will create a new record with the changes and therefore maintain
history on the system. It is recommended that the 'Enter new information because of
a real change to the current details' option is always selected to ensure that history
on the system is maintained. Select an option and click on the
button.

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Fig.3

Step 2
The Basic Details Screen is divided into two sections. The first section is called
'Name' and the second section is called 'Other'.
Under the 'Name' Section (Fig. 4), enter the following information:

Fig.4
Enter the following information:

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Title

Using the Drop Down list


appropriate title.

After the updates have been done, click on the


right of your screen.

, select an

button on the bottom

Figure 5

Step 3
In this step the system allows you to review your changes before you submit it
to Approver (Fig. 5(.
Review your changes and confirm that the correct changes have been applied.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system (Fig. 7(..

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Fig.6 Review your change

Fig.7

Additional Information

Click on the

button to open add attachment page

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Fig.8 Add Attachment


Note:

You will find additional information about adding attachment in add


attachment section later in this manual.

Click on the

button in the bottom right corner of your screen.

Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes. The following confirmation messages
will be displayed:

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Fig.9

Step 5
Click on the

button to return to the Personal Information form

Step 6
Click on the

button to return to the Main Menu.

Enter or Change your Phone Numbers


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To enter or change 'Phone Numbers', click on the 'Personal Information'


function under the 'Employee Self Service' menu and follow the steps below:

Step 1

Fig.11
Click on the
button (or
button if no detail exist) next to the
Phone Numbers information (Fig. 12) in the Personal Information form.
An update form will open where you can create or change your phone numbers
(Fig. 13).

Fig.12

Step 2

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Fig.13

Click on
button in the update form (Fig. 11) and enter the new
phone number information as follow:
Type

Number

Using the Drop Down list


, select a
phone number type e.g. Home, Mobile,
Work, etc.
Enter your phone number that corresponds
with the phone number type selected.

Existing phone numbers can also be changed by simply editing the above
fields.
Click on the

button once you have completed your changes.

Step 3
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.

Step 4
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Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.

Step 5
Click on the

button to return to the Personal Information form

Step 6
Click on the

button to return to the Main Menu.

Enter or Change your Main Address


The Main Address will be used as an employees official address. Normally, your
main address will also be your postal address.

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To enter or change 'Main Address', click on the 'Personal Information'


function under the 'Employee Self-Service' menu and follow the steps below:

Step 1

Fig.14

Click on the
button (or
button if no detail exist) next to the Main
Address information (Fig.14) in the Personal Information form.

Step 2
An update form will open where you can create or change your main address
detail (Fig. 15).

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Fig.15
Enter the following information:
*Effective Date

Country

*Address Line 1
Address Line 2
Street
Area
PO Box
City

*Postal Code

Using the Calendar Icon


, select an
Effective Date. Alternatively you can type
the date in the field. Ensure that when you
type the date, that it is in the correct
format (dd-Mmm-yyyy, e.g. 01-Oct-2005).
The effective date is a required field.
Using the Drop Down list
, select a
Country.
The address fields will change depending
on
which country is selected. This training
manual only explain how a Saudi Arabia
should be completed
Enter line 1 of your address. This field is
required field
Enter line 2 of your address.
Enter Street of your address.
Enter the area of your address
Enter a PO Box.
Using the Drop Down list
,select City.
The City list will change depending on which
country is selected.
Enter a Postal Code. This field is a required
field.

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Click on the
changes.

button in bottom right corner once you have completed your

Step 3
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.

Fig.16

Click on the

button in the bottom right corner of your screen.

Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes. The following confirmation messages
will be displayed:

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Fig.17

Step 5
Click on the

button to return to the Personal Information form

Step 6
Click on the

button to return to the Main Menu.

Enter or Change your Emergency Contacts


You can enter your Emergency Contacts that stores the contact information for
emergency contacts. You can add and delete people from the list of emergency
contacts as required. When you created or edited a contact, the workflow
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submits the transaction for approval. If the transaction is awaiting approval,


the user cannot edit the contact until it has been approved or rejected by the
approver.
To enter or change 'Emergency Contacts', click on the 'Personal
Information' function under the 'Employee Self-Service' menu and follow
the steps below:

Step 1

Fig.20
Select an Emergency Contact if exit and Click on the
button (or
button if no detail exist) next to the Emergency Contact information (Fig.20) in
the Personal Information form.

Step 2
An update form will open where you can select your Emergency Contact detail
(Fig. 21).

Fig.21

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Enter the following information:


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General Information

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Title
First Name
*Family Name
Email Address
Primary Contact

Using the Drop Down list


, enter the title.
Enter Contact First Name.
Enter Contact Family Name, This field is
required.
Enter Contact Email Address.
Check this check box to indicate that
this contact is primary.

*Relationship

Using the Drop Down list


, select a
relationship option. This relationship
relates to the relationship between the
contact and yourself.
Father Name
Enter your Contact Father Name.
Grandfather name
Enter your Contact Grandfather Name.
Alternative first Name
Enter your contact Arabic First Name.
Father Alternative Name
Enter your Contact Arabic Father Name.
Grandfather Alternative Name Enter your Contact Arabic Grandfather
Name.
Alternative Family Name
Enter your Contact Arabic Family Name.
Relationship Start date
Using the Calendar icon
, select an
effective start date for this contact.

Main Address
Use my address for this person Click the check box if the contact has
the same address as you.
Note: You will not have the option to
update the address fields on this screen
if this check box has been marked.
Country
Using the Drop Down list
, select a
Country.
The address fields will change depending
on
which country is selected. This training
manual only explain how a Saudi Arabia
should be completed
*Address Line 1
Enter line 1 of your contact address.
This field is required field
Address Line 2
Enter line 2 of your contact address.
Street
Enter Street of your contact address.
Area
Enter Area of your contact address.
PO Box
Enter a PO Box.
City
Using the Drop Down list
,select City.
Postal Code
Enter a Postal Code.

Phone Numbers
Type

Using the Drop Down list


, select a
phone number type e.g. Home, Mobile,
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Number

Work, etc.
Enter your contact phone number that
corresponds with the phone number
type selected.

Click on the
button in bottom right corner of the screen once you have
completed your changes.

Step 3
In this step You can add attachments in the 'Additional Information' section
of the form as part of supporting documents, for example, an e-mail message,
Microsoft Office document or a scanned document, confirming the change that
you are making on the system.

Click on the

button in the bottom right corner of your screen.

Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.

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Step 5
Click on the

button to return to the Personal Information form

Step 6
Click on the

button to return to the Main Menu.

Enter or Change your Dependants and


Beneficiaries
You can enter your Dependants and Beneficiaries that stores the names and
contact information for user's dependants and beneficiaries. When you created
or edited a dependant or beneficiary, the workflow submits the transaction for
approval. If the transaction is awaiting approval, the user cannot edit the
dependant or beneficiary until it has been approved or rejected by the
approver.
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To enter or change 'Dependants and Beneficiaries', click on the 'Personal


Information' function under the 'Employee Self-Service' menu and follow
the steps below:

Step 1

Fig.22

Click on the
button next to the Dependants and Beneficiaries information
(Fig. 22) in the Personal Information form. Alternatively select an existing
contact by clicking on the radio button next to the contacts name and click on
the button.

Step 2
An update form will open where you can create or change your Dependants
and Beneficiaries details (Fig. 23).

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Fig.23
Enter details as the same of Emergency Contacts.

Click on the
changes.

button in bottom right corner once you have completed your

Step 3
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In this step You can add attachments in the 'Additional Information' section
of the form as part of supporting documents, for example, an e-mail message,
Microsoft Office document or a scanned document, confirming the change that
you are making on the system.

Click on the

button in the bottom right corner of your screen.

Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.

Step 5
Click on the

button to return to the Personal Information form

Step 6
Click on the

button to return to the Main Menu.

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My Leave
The Absences module enables employees or managers to:

Enter absence related information in Self Service.


You can request multiple absences and view them in a summary format.
You can also view a history of absences you have taken and display
current leave accrual balances.
You can submit a planned absence request (before the absence is taken)
or a confirmed request (either after the absence is completed or when
dates have been finalized before the absence begins).
You can update absence requests as a manager or employee, for
example, to change the absence dates or confirm the absence. Planned,
confirmed, and updated requests can be submitted for approval. You
cannot update requests when they are pending approval.

To enter or change any of the above details, click on the 'My Leave' function
under the 'Employee Self-Service' menu and follow the steps below:

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Applying for Leave


The "Applying for Leave" steps in this manual are followed for all leave
applications.

Step 1
The 'My Leave' form will open (Fig. 24).

Fig.24
Click on the

button to apply for leave. The 'Create an Absence

Request' form will open (Fig. 25)

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Fig.25
Enter the following information:
Absence Status
*Absence Type

Confirmed.
Using the Drop Down list
Relevant absence type.

*Start Date

Click on the calendar


Date.

End Date
Comments and Supporting
Information

, select the
and enter a Start

Click on the calendar


and enter an End
Date.
Enter a comment or supporting
information where applicable. This field is
free text.

Step 2
Click on
button to calculate the amount of days that you want
to take leave. The system will automatically calculate the amount of days by
using the Start and End dates you provided on your leave request.
Click on the

button in the 'Create an Absence Request' form (Fig. 30).

Step 3
In this step the system allows you to review your changes before you submit it
to Approver (Fig. 26(.
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Review your changes and confirm that the correct changes have been applied.
Enter comments to the approver in the 'Comments to Approver' section of
the form. This is a free text area and will form part of the authorization
message to your supervisor.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents

Fig.26
Click on the

button in the bottom right corner of your screen.

Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.

Step 5
Click on the

button to return to the Main Menu.

Corrections to Existing Absence Records


(Transactions (

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Go to Amend My Leave function.

Step 1
Click on the 'My Leave' function under the 'Employee Self Service' menu.
The Summary of Absences form will open (Fig. 27).
Or,
Select the notification that was returned from your manager in All Actions
Awaiting Your Attention in Employee self service Home page.
When the notification opens, click on the 'View details' link to open the 'Update
an Absence record' form (Fig. 28).
Note:

Absence records that are rejected by a manager will only


generate an information notification informing you of the action
taken. The system will automatically remove the record.

Fig.27
Ensure that you select the correct record and click on the relevant 'New' button.

Step 2
The 'Create an Absence Request' page will open (Fig. 34) with the record detail
that you selected.
Change the Start and End Dates to reflect your new absence detail.

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Fig.28

Click on the
button in bottom right corner of your screen and complete
the review steps as per 'Applying for Leave' in this training manual.

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View Your Pay slip


The Pay slip function enables self-service users to view their pays lip for a pay
period. Users can select what pay period to view from a list of values showing
the Pay Dates, or by clicking on the
Note:

or

button.

All columns and fields in the Online Payslip function are display
Only.

Once the user has logged into the application and clicks on the View Payslip
option, the user sees an electronic version of their payslip based on their
selected assignment and the last pay period that has been processed.
To view the payslips click on the 'Payslip' function under the 'Employee Self
Service' menu.
The system will display your payslips details in lookup and you can select your
pay slip from the screen (Fig. 29).

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Fig.29
To view previous payslips, click on the drop down list
under the 'Choose
a Payslip' field (Fig. 30). Select the payslip you want to view and click on the
button

Fig.30

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Employment Information
Under this function, you can view your own history and current information
under the following headings:

Employment
Performance
Basic Salary

You can also view future changes in the areas of absence, and job applications.
The function only provides you with your information. No detail can be updated
using this function.
To view any of the above detail, click on the 'Employment Information'
function under the 'Employee Self Service' menu.
The information form will open (Fig. 31)

Fig.31

The information form displays two sections namely:


A summary of your information as of todays date (current information) (Top
part of screen).
Detailed historical information through todays date (Historical and Future
Information) (Bottom part of screen).
To view the historical data, you need to decide which information you want to
see. Click one of the tabs,

Employment
Performance
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Basic Salary

Click on the 'Basic Salary' icon next to a specific record to view detailed
information for a specific period in time (Fig. 32).

Fig.32
Click on the 'Performance' icon next to a specific record to view detailed
information for a specific period in time (Fig. 32-2).

Fig.32-2

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Education and Qualifications


This function allows users to add qualifications to an existing list of
qualifications or to create a new list of qualifications.
When the user has created or edited a qualification, the workflow submits the
transaction for approval. If the transaction is awaiting approval, the user
cannot edit the qualification until it has been approved or rejected by the
approver.
The Education and Qualifications overview page shows the list of approved
education qualifications for a person and also those qualifications that are
pending approval.
To enter or change Education and Qualifications detail, click on the 'My
Qualifications' function under the 'Employee Self Service' menu and follow
the steps below:

Step 1
The Education and qualifications form will open (Fig. 47).

Fig.47

Step 2
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The Education and qualifications Details Screen is divided into two sections.
The first section is called 'Qualification' and the second section is called
'Institute'.
Under the 'Qualification' Section (Fig. 48), enter the following information:

Fig.48
Enter the following information:

Qualification
*Type
Title
Study start Date
Actual Completion Date

Using Lov List


, Select your qualification
Type. This field is mandatory.
Enter your qualification tile
Enter your qualification start date
Enter your qualification End date

Institute
* Institute

Attendance Start Date


Attendance End Date

Using Lov List


, select your school,
unvirsity attendance.
Note: if your school, unvirsity not found in
the list you can enter it.
Enter your attendance start date
Enter your attendance end date

After the updates have been done, click on the


right of your screen.

button on the bottom

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Step 3
In this step the system allows you to review your changes before you submit it
to Approver (Fig. 49(.
Review your changes and confirm that the correct changes have been applied.
Enter comments to the approver in the 'Comments to Approver' section of
the form. This is a free text area and will form part of the authorization
message to your supervisor.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.

Fig.49
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Click on the

button in the bottom right corner of your screen.

Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes. The following confirmation messages
will be displayed:

Fig.50

Step 5
Click on the

button to return to the Main Menu.

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Accessing Workflow Notifications


Self service users access their notifications using one of the following methods:

Using the Workflow User Web Applications responsibility.


Using the All Actions Awaiting My Attention function from the
Employee, Manager Responsibilities.
As an E-mail sent to the users inbox.

Note: The work list may also contain additional system-generated


Notifications.

Using the Workflow User Web Applications


responsibility:
Following Figure show you a sample (Fig. 61):

Fig.61
Select the From, Subject, or Sent column heading to sort the list by that
column.
To view and respond to a notification, select the notification subject link in the
Subject column (Fig. 62).

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Fig.62

Using the Pending Items function Awaiting


My Attention function from the Employee,
Manager Responsibilities:
Following Figure show you a sample (Fig. 63):

Fig.63
As an E-mail sent to the users inbox:

Fig.64
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