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HUMAN CAPITAL MANAGEMENT

TRAINING MANUAL
FOR
Druk Green Power Corporation Limited
Druk Holdings and Investments Limited

Wipro Ltd.
Date: 13.12.2010
Version 1.0

Human Capital Management


User Manual for Employee Self Service

Table of Contents
1.

eGreen- Employee Self Service ............................................................................................................. 2

1.1.

Getting Started .................................................................................................................................. 6

1.2.

Employee Self-Service- Home Page .................................................................................................. 7

1.3.

Employee Search ............................................................................................................................... 8

1.3.1.

Whos who..................................................................................................................................... 9

1.3.2.

Change own data......................................................................................................................... 13

1.4.

Personnel Information .................................................................................................................... 16

1.4.1.

Personal Data .............................................................................................................................. 17

1.4.2.

Addresses .................................................................................................................................... 19

1.4.3.

Bank Information......................................................................................................................... 24

1.4.4.

Family Members/Dependents .................................................................................................... 24

1.5.

Leave Request ................................................................................................................................. 27

1.5.1.

Leave Request ............................................................................................................................. 28

1.5.2.

Quota Overview .......................................................................................................................... 32

1.6.

Payroll .............................................................................................................................................. 33

1.7.

Travel and Expenses ........................................................................................................................ 34

1.7.1.

Travel Request Creation .............................................................................................................. 35

1.7.2.

Travel Expenses ........................................................................................................................... 41

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User Manual for Employee Self Service

1. eGreen- Employee Self Service


eGreen Employee Self Service (ESS) is a SAP Web Portal based application for the employee. With the aid of
this on-line internet based application. Employee can view his/her Human Resources related data from any
place and at any point of time.
Employee Self Service application will aid in improving efficiency to serve internal customer and reduce the
dependency on the paper files.

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User Manual for Employee Self Service

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1.1.

Getting Started

Employee Self-Service applications provide you with easy access to information and services for
employees. This page gives you an overview of the entire offering.

Click Internet Explorer

Click the Favorites

Click the
Favorites

From the Internet Explorer Favorites, select eGreen Portal. As and when you will select the eGreen
portal link, following screen will appear in the browser screen

Type User
ID

Password

Enter your Unique User ID and Password and press Log In button.

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1.2.

Employee Self-Service- Home Page

ESS

Personnel Information
Employee search

Leave request

Payroll

Travel & Expenses

In the eGreen Employee Self Service Home Page screen, following services will be there:

Employee Search
Personnel Information
Leave Request
Payroll
Travel & Expenses

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1.3.

Employee Search

This service helps an employee to search his/her colleagues in the company. This is a company
directory service.

Click on
Employee search

Employee Search will provide two services:


Whos who
Change Own Data

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1.3.1.

Whos who

Search for employees by name and find basic information about colleagues and position in the company.

Click on whos who

Whos Who offers two types of search options:


Simple Search
Advanced Search
1. Simple Search Search employees in the company using first name and last name.
Follow the below mentioned steps to search an employee using Simple Search

Enter the last name

Enter the first name

Click on search to

proceed

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Following Whos Who Result screen will appear using Simple Search:

Click on last name

By clicking on Last Name, system will display the employees complete profile. For E.g. Profile of Mr. Kencho
Dorji is shown in the below screen.

Details of Mr. Kencho


Dorji is displayed

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2. Advanced Search Search employee in the company using various criteria like employee number,
name, position, department etc.

Click on Advanced
Search button

Following screen will appear after pressing Advanced Search

Fill in available fields


by which you want
to search the person

Click on SEARCH
Following Whos Who Result screen will appear using Advanced Search:

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Click on the last name

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By clicking on Last Name, system will display the employees complete profile. For E.g. Profile of Mr. Kencho
Dorji is shown in the below screen.

The employees
profile is displayed

1.3.2.

Change own data

This service provides employees to maintain some of the important Directory information like phone
numbers, room number, building number etc. One can create/maintain and modify this data.

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Click on change
own data

Overview: Displays existing communication data of employee

Click edit

Edit: If employee wants to EDIT the communication data, than press EDIT button on the screen. As and when
employee will press EDIT button all the fields will be available in the edit mode.

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Click on SAVE

Edit the existing data on the screen and Press REVIEW button. If the entered data is edited correctly,
than press SAVE button to save the data in the master records.
Note: At every step, there is an option to go to previous steps

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1.4.

Personnel Information

The Personal Data service enables the employees to display and edit their own personal data. In this
way, employee can keep their own data up-to-date while simultaneously reducing the number of time
consuming and expensive activities performed by the Human Resources Department.
Personnel Information provides the services to create/change/display information such as bank
details, address, family details and personal information

Even one can


click that icon

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Click Personnel
Information

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After pressing on Personal Information Service link following screen will appears

1.4.1.

Personal Data

Click on Personal Data

Following is the Personal Data Overview Screen. Press Edit button if you wants to edit the Personal data.

Click on Edit
button to change

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For E.g.: Edit


marital status
In the personal data screen, one can change only the marital status and number of Children fields. All other
fields will be available in the Display mode.
Edit the required data and press REVIEW button. If the entered data is correct then press SAVE button to
save the records in the master records.

Click SAVE

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Confirmation: After pressing SAVE button system will show the confirmation message on the screen.
Note: One can also exit the page without saving the data.

1.4.2.

Addresses

From this service employee can accesses the address information to display, change or create new address
information.

Click on Addresses

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Following is the Address Overview Screen. Press Edit button if you wants to edit the existing Address data.

Click edit button

Edit the required data and press REVIEW button. If the entered data is correct then press SAVE button to
save the records in the master records.

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See the
changes

Confirmation

Click addresses overview or


go back to ESS home page

Confirmation: After pressing SAVE button system will show the confirmation message on the screen.
Note: One can also exit the page without saving the data.

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Steps to CREATE mailing address details


Click on new mailing address

Click new mailing


address

Enter all the necessary data and press REVIEW button

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New mailing
address

Click the save


button

Confirmation: After pressing SAVE button system will show the confirmation message on the screen.
Note: One can also exit the page without saving the data.

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1.4.3.

Bank Information

ESS enables the employees to display the bank details which are stored in the HR master data.

View and exit to go back to home page

1.4.4.

Family Members/Dependents

The family members/related person service enables employees to display and edit data about their own
family members and related persons. Employee can only enter the Child details

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Following is the overview screen. From the overview screen employee can create or change existing family
details.
To create New Child details, press NEW CHILD button

Click here to enter the child details

Enter all the required data on the screen and press REVIEW button

Enter first name

Enter last name

DOB

Click on Review

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Click to save
the data

Confirmation: After pressing SAVE button system will show the confirmation message on the screen.
Note: One can also exit the page without saving the data.

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1.5.

Leave Request

This functionality enables employee to apply for different types of leaves, view the available up to date leave
balances for different leave types, and track the leave application. This will reduce the paper work and the time
lines in between the leave application, approval by the reporting officer and final updating in the records.

Click on Leave request

In the Leave Request functionality following services are available:


Leave request
Quota Overview

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1.5.1.

Leave Request

Click on leave
request

Following are the steps to create or change the existing leave request in the system.

Click this to
hide calendar

Select type of
leave

Click this to see


overall quota of leave

Select Leave
Start & End date
Immediate
controlling officer
Write Remarks if any

Press REVIEW

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Fill all the required data and press REVIEW. After pressing review button system will show the preview of the
entered records. If the entered values are correct then press SEND button to submit the request for approval
from supervisor.

Review and if found


correct, send for approval

Confirmation Message

The leave request has been sent for approval. The immediate supervisor can see the request in his portal
inbox.
Following is the Supervisor inbox screen. In the supervisor inbox, leave request will come with the
subordinate name and request sent date.

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To open the leave request, click on the Subject line of the request. As and when supervisor will click on the
subject line, a Pop- up window will open with all the required leave request details including the present
absence quota details of the leave requester.

The Supervisor/ Controlling officer will either reject or approve the request and send back to the employee.

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Once the controlling officer has approved, the screen will appear.

Approved

If approver will approve the leave request then the leave quota of the requester will be automatically
reduced by the number of leave days which are approved. To see the leave balance, requester employee
needs to open the Leave request and click the quota overview to see the leave balance.

The leave quota is


reduced

Exit to go back to ESS


home page
Click exit to go back to ESS home page

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1.5.2.

Quota Overview

With the help of this service employee can view the updated absence quota of different leave types.

Click on Quota
Overview

Click exit to go back to ESS home page.

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1.6.

Payroll

Employee can view the Salary Statement for the current month as well as previous months. This service
provides employees with a detailed list of payments and deductions information for a selected period.
Salary Statement is integrated with adobe PDF based output which can be saved on the local PC by the user
and can be printed if required.

Click on Payroll

Click on Salary Statement

As and when employee will click on Salary Statement then the current month salary statement will open in
the PDF format if current month payroll executed in the system.

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1.7.

Travel and Expenses

This process is an integrated management of all processes involved in a business trip and travel for training
including expense reports. The process includes the entire procedure of creating a trip, accounting the travel
expenses and the posting of travel expenses in Finance and Controlling (FICO).

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Click on Travel & Expenses

1.7.1.

Travel Request Creation

Employee creates a travel request mentioning all the essential details, like Start and End dates of trip, Place of
visit, any Additional destinations, Advance required etc.
A travel request is subject to relevant approval-cycle before it reaches the travel desk for ticket-booking.
While travel request initiation, employee needs to destination country of travel from the ESS Travel
management screen. After selection of the destination country, employee needs to enter reason for travel,
activity type and estimated cost of travel.

Activity Types:
a) Tour for training
b) Business tour
By default system will take the employees department/unit cost center and display the same on screen.

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Click on Travel Request

As and when employee will click on Create Travel Request service link following screen will come.

Enter all the fields on the screen as shown on the below screen

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Click on Edit Advance

To enter the Advance details press EDIT ADVANCE button

Click on Accept

Enter the Advance details and ress ACCEPT button. After entering the advance details, press REVIEW buoon
from the screen

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Click on Review

As and when employee will press REVIEW button, then employee can review the records on the next screen
including the advance details. From the preview screen press SAVE and SEND button .

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Click on Save & Send

As and when employee will press Save & send button, then the travel rquest will be sent to the employees
reporting manager for approval. System will show the confirmation message.

Confirmation message

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EmployeeReporting manager screens:


Employees reporting manager will get the employees travel request in the ESS inbox (Universal Worklost).

Click on Travel request

To open the Travel request, click on the Subject line of the request. As and when supervisor will click on the
subject line, a Pop- up window will open with all the required Travel request details including the advance
details.

Approve Request

If approver will approve the travel request then the after the travel, employee can initiate the travel expense
report for the same travel request.

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1.7.2.

Travel Expenses

Travel Expenses function allows the employee to settle the travel expenses incurred during the trips. The
expense receipts are entered, checked, and settled centrally by the finance department. The travelers enter
the data themselves with a central monitoring of the trip facts and information.

After the trip has been taken, the traveler completes his or her travel expense report, including all
necessary data and documents.

The travel expense report is sent to the superior for approval, after which the same reaches the
expenses (finance) department for settlement with financial accounting.

The expenses department then checks the travel expense report, the original documents and receipts.
The trip is then settled.

Travel expense results are then posted and amount is transferred to financial accounting for final
payment.

Reimbursements to employee can take place through off cycle payroll.

As the daily allowance is meant for meeting all personal expenses of an employee, no items of
personal nature shall be allowed while settling hotel bills.

Advance amount provided to the employee while going on tour will be adjusted first in settlement.

Settlement is totally depending on the allowance type selected by the employee during the travel
request initiation.

To initiate the Travel Expense click on My Trips and Expenses

Click on My Trips & Expenses

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As and when employee will click on My Trip & Expenses, following screen will come. From the My Trip &
Expenses screen employee needs to select the Trip number which he/she had travelled and press Travel
Expense Report

Click on Travel Expense Report


As and when employee will click on TraveL Expense Report link, following screen will come. In the Create
Expense Report screen select the Trip Type and press APPLY button

Click on Apply

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As and when employee press Apply button all the data related to the Travel request will automatically come
against which employee wants to settle the expenses.

Click on Record Expense Receipts

Click on the Record Expense Receipts button to enter the DA related description in the travel expense report.
As and when employee will press RECORD EXPENSE RECEIPT button following screen will come. Enter all the
required data on the screen and press REVIEW button

Click on Review

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As and when employee will press REVIEW button, then employee can review the records on the next screen
including the advance details. From the preview screen press SAVE and SEND button to submit the travel
expense report for the approval.

Click on Save & Send

As and when employee will press Save & send button, then the travel rquest will be sent to the employees
reporting manager for approval. System will show the confirmation message.

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Confirmation message

Employees reporting manager will get the employees travel expense request in the ESS inbox (Universal
Worklost). To approve the travel expese reprort employees reporting manager needs to follow the same
process which is similar to travel request approval.
After the managers approval, request will go to the Finance administrator for the final settement. Employee
will get the travel expense amount from off cycle payroll.
Note: Employee can view the updated status of the Travel expense report also in the Travel & Expense node
also.

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