HRNET Employee Self Service...HRNET Employee Self Service ABOUT HRNET Self Service is an extended module of HRNET Human Resources Management System to automate employee related transactions

HRNET Employee Self Service

GUIDE Message Centre

Personnel

Payroll

E-Requests

Workflow

Manager Self Service

Miscellaneous

General Features


ABOUT HRNET Self Service is an extended

module of HRNET Human Resources

Management System to automate

employee related transactions. This

user guide tells you how to use the

following modules available through

your browser.

To access HRNET Employee service

program, you are required to have a

user account and initial password

(that can be later changed by you).

For the URL details and privileges to

access HRNET please contact your

HRNET Administrator.


MESSAGE CENTRE

On successful logon, this screen

becomes visible to you. As

indicated, this screen has

sections for messages of various

natures.

Documents Expiry:

This is an alert to the documents

that are going to expire shortly

or that are already expired for

which you need to follow up.

Pending Workflow:

If you are designated as

workflow manager in HRNET

system, then this section will list

you the various documents

pending your approval.


PERSONNEL

Personnel Menu comprises of

following options:

My Brief Profile

My Contact Details

My Document Details

My Resume

My Dependant Details

My Education Details

My Leave Balance

My Leave History

(PS: All options may not be

visible to you. Options visible to

you are as decided by your

HRNET Administrator)


PERSONNEL->My Brief Profile

You can view own details as

registered in the employee

database. Various segments

available are: Name, Position

details, Personal details and

your picture – if it is attached.

If given privileges, you can edit

a few fields like Father’s name,

Mother’s name, Spouse name

etc. Once you have filled these

fields, click on ‘Update’ to save

the data.


PERSONNEL->My Contact Details

You can view your own details

as registered in the employee

database. Various segments

available are: Permanent, Local,

Emergency and electronic

contact details.

If given privileges, you can edit

and update the contact details

with latest information. Once

you have filled these fields, click

on ‘Update’ to save the data.


PERSONNEL->My Documents

You can view your document

details like passport, visa, health

card etc. as registered in the

employee database.

If you are granted privileges to

edit the document details, you

can do so by clicking on ‘Edit’ on

the required record. Fill in the

appropriate details and click on

‘Save’ to save the data.

By clicking on the attachment

hyperlink on required record you

can view/print the scanned copy

of the document.


PERSONNEL->My Resume

On this page you can view your

previous employment details, if

it is registered in the employee

database. You may see a blank

page without any data if the

previous employment data is not

available in the database


edit the previous employment

details, you can do so by clicking

on ‘Edit’ on the required record.

Fill in the appropriate details and

click on ‘Save’ to save the data.


PERSONNEL->My Dependants’ Details


dependants’ details, if it is




dependant’s data is not available

in the database


edit the dependant’s details, you

can do so by clicking on ‘Edit’ on

the required record. Fill in the

appropriate details and click on

‘Save’ to save the data.


PERSONNEL->My Education Details


Education/Qualification details, if

it is registered in the employee



Education/Qualification data is

not available in the database


edit the Education/Qualification

details, you can do so by clicking

on ‘Edit’ on the required record.

Fill in the appropriate details and

click on ‘Save’ to save the data.


PERSONNEL->My Career Movement


Career movement (historical

information) details, as




Career movement data is not

available in the database

You can only view this data.


PERSONNEL->My Leave Balances

On this page you can view most

current leave balances as

tracked in the HRNET system.

You can see the opening balance

of Annual leave as at the

beginning of calendar year,

Leave taken during the current

year and current balance as of

now.

Leave taken includes all kind of

leave types like sick leave,

unpaid leave etc. Click on

‘Details’ hyperlink to view more

details of each leave type.


PERSONNEL->My Leave History

On this page you can view the

details of the leave requested by

you and the approval status of

each leave whether it was

approved, rejected or cancelled.


PAYROLL

Personnel Menu comprises of

following options:

My Current Payslip

My Fixed Earnings and

Deductions

My Loans and Advances

My Variable Earnings and

Deductions

My Salary Transfer

Details

My History Payslip


visible to you. Options visible to

you are as decided by your



PAYROLL – My Current Payslip

On this page you can view the

current pay slip.

To print the pay slip, click on

‘Printer’ icon. To save the soft

copy of the pay slip on your

disk, click on ‘Export’ and save

the pay slip as a PDF document.

PS: Pay slip will be available for

viewing only if the current month

payroll is finalized by the payroll

manager.

Pay slip can be saved only as PDF

document – so you require PDF

reader to view the saved document.


PAYROLL – My Salary Profile


most recent salary profile as


database.

Fixed earnings and fixed

deductions are displayed on

separate grids.


PAYROLL – My Salary Adjustments


current payroll month

adjustment earnings and

deductions as registered in the

payroll database.

Adjustment earnings and

Adjustment deductions are

displayed on separate grids.

PS: Adjustment earnings and

deductions will be available for

viewing only if the current month

payroll is finalized by the payroll

manager.


PAYROLL – My Loans and Advances

On this page, you can view

the details of pending loans

with the company. This list

includes all types of loans.

Click on ‘Details’ hyperlink

on required loan record to

view corresponding

repayment schedule. Also

displayed is the total loan

repaid and pending balance

loan amount.


PAYROLL – My Bank Account Details

On this page, you can view

the you bank and account

details to which the salary

is being transferred.

In case salary is being

transferred to multiple

bank accounts, then ‘Salary

Transfer Amount’ and

‘Priority’ of transfer will

also be displayed. Else

ignore these fields in case

of single bank accounts.


PAYROLL – My Bank Transfer Details

On this page you can view

the history of the salary

transferred to your bank

account.


PAYROLL – My History Payslip

On this page you can view pay

slips from history database. Pay

slips up to the last payroll month

are available for view.

Select the month and year for

which you need to view pay slip

and click on ‘Generate’ button. If

the historical information is

available in the payroll database,

you can view the pay slip.

To save the soft copy of the pay

slip on your disk, click on ‘Export’

and save the file when prompted.


e-Requests

e-Requests Menu comprises of

following options:

Leave Request

Leave resumption

Expenses/Re-

imbursement Request

Letter Request

Loan Request

Passport Release

Request

Salary Advance Request


visible to you. Options visible

to you are as decided by your



e-Requests – Leave Request

On this page, you can key in the

details of leave request. This

request of your will be routed to a

workflow process for approval.

Click on ‘Leave Form’ to Open a

blank form to fill in request details.

A blank leave form is displayed

along with the list of approvers in

the workflow process of your leave

request.

Select the type of leave from the

list of values, start date of leave

and leave end date. System will

display the computed number of

leave days based on the leave

rules setup in the system. Enter a

short description for requesting


this leave. In case attachment is

required, click on browse to attach

the scanned copy of supporting

document. Click on ‘Submit’ to

save the leave request details.

Keying of ‘Additional details’ is

optional. Carefully check the fields

that need to be filled in this

request.

In case you need to make a

combined request for multiple

types of leave, then click on ‘Add

Leave Type’ to include another

leave type (Contiguous) in the

same request. For ex. Annual

Leave + Maternity leave.

Next, click on ‘Send for Approval’

to initiate the workflow process for


your leave request.

PS: You can delete a leave request

prior to ‘Send for Approval’. Once

it is sent to workflow process, you

have to request the Leave

Administrator to ‘Cancel’ the leave

request.

Subsequently, to check the status

of the workflow, click on ‘Request

Status’ .Also you have option to

view the leave request history with

complete details.

Upon approval by the workflow,

you will receive a notification by

email.


e-Requests – Leave Resumption


details of your leave resumption (Re-

joining) for approval. This request of

yours will be routed to a workflow

process for approval.

Upon selecting this option system will

display the leave details for which you

have to key in the resumption details.

Key in the actual resume date, if it is

different from expected date of

resume, and system will display the

excess or short leave days taken based

upon the leave request record. Click on

‘Save’ to save the record and ‘Send to

Workflow’ to initiate the workflow

process.


Upon approval by the workflow, you

will receive a notification by email.


eRequests – Expenses/Re-imbursement Request

On this page, you can key in the details

of your Expense/re-imbursement claim

request for processing. This request of

yours will be routed to Expenses

Administrator for approval.

Click on ‘Add New’ to key in a new

request. Choose the type of

request, key in request date, Claim

amount and short narration. Click

on ‘Save’ to save the data.

Now further action will be taken by

expenses administrator – you can

return to the same screen to check

the status of expenses re-

imbursement.


e-Requests – Letter Request

On this page, you can key in the details

of your Company Letter request for

processing. This request of yours will be

routed to Letters Administrator for

approval.

Click on ‘Add New’ to key in a new

request. Choose the type of Letter, key

in request date, Request reason, Letter

specification. Click on ‘Save’ to save the

record. If you have to cancel the letter

request, enter cancel date and cancel

remarks and ‘Save’.

Now further action will be taken by

Letters administrator – you can return to

the same screen to check the status of

Letter request.


e-Requests – Passport Release Request


details of your Passport Release

Request for approval. This request

of yours will be routed to a


Click on ‘Add New’ to key in new

request. Input reason for passport

release, Select dependant if you

are requesting for dependant

passport and also input

dependant’s name. Input remarks

if any and expected date of

passport return.

Click on ‘Save’ to save the record

and now click on ‘Send to

Workflow’ to initiate a workflow

process for passport release


request.

On approval by workflow, further

action will be taken by Passport

administrator – you can return to

the same screen to check the

status of Passport release request.



email.


e-Requests – Salary Advance Request


details of your Passport Release

Request for approval. This request

of yours will be routed to a


Click on ‘Add New’ to key in new

request. Input reason for passport

release, Select dependant if you

are requesting for dependant

passport and also input

dependant’s name. Input remarks

if any and expected date of

passport return.

Click on ‘Save’ to save the record

and now click on ‘Send to

Workflow’ to initiate a workflow

process for passport release


request.








email.

e-Requests – Company Loan Request

HRNET Employee Self Service On this page, you can key in the details of your Passport Release

Request for approval. This request of yours will be routed to a workflow process for approval.

Click on ‘Add New’ to key in new request. Input reason for passport release, Select dependant if you are requesting for dependant passport and also input

dependant’s name. Input remarks if any and expected date of passport return.

Click on ‘Save’ to save the record and now click on ‘Send to Workflow’ to initiate a workflow process for passport release request.









email.


WORKFLOW

Workflow module provides an

interface to the managers/

workflow approvers to carry on

with electonic approvals of

various eRequests. It serves like

an inbox containing various types

of requests pending approval

from the managers.

Upon receiving an email

notification to ‘Approve’ the

eRequests, you can login to

HRNET and carry out the

approval tasks.

HRNET Employee Self Service Various requests handled in the

workflow module are: Leave

requests, Loan requests, Passport

release requests etc.


Workflow-Leave Approval

Click on the ‘Leave Request’ node

in the inbox tree to view the list of

pending requests. Now click on a

particular leave request to see

details of the leave request.

While viewing the details of leave

request, you can view the Leave

Planner for a given period by

clicking on the button ‘Leave

Planner’.

Also available is the option to view

the leave history of the employee

who has requested for leave.


On the leave details screen, you

can view the current approval

status.

Under the heading ‘Approval

Details’ you can click on

‘Approve’ to approve a leave

request or ‘Reject’ if you find

that the leave request needs to

be amended or cancelled. If you

click on ‘Reject’, input of

remarks is mandatory.

If leave request is approved, an

email notification will be

forwarded to the next approver,

if any. If you are the final

approver, an email notification

will be forwarded to the

requestor.


If the leave is rejected,

workflow does not progress

forwards. An email message will

be sent to the requestor and

the leave request stands

cancelled.


Workflow-Loan Approval

Click on the ‘Loan Request’ node

in the inbox tree to view the list

of pending requests. Now click on

a particular loan request to see

details of the loan request.

Option to view the loan history of

the employee who has requested

for loan. On the loan details

screen, you can view the

current approval status.

Under the heading ‘Approval

Details’ you can click on

‘Approve’ to approve a loan

request or ‘Reject’ if you find


that the loan request needs to

be amended or cancelled. If

you click on ‘Reject’, input of

remarks is mandatory.

If loan request is approved,

an email notification will be

forwarded to the next

approver, if any. If you are

the final approver, an email

notification will be forwarded

to the requestor.

If the loan request is rejected,

workflow does not progress

forwards. An email message

will be sent to the requestor

and the loan request stands cancelled.


Manager Self Service

Manager Self Service option enables

the managers to view the data of

those staff who are directly

reporting to them and also other

options like pending workflow etc

Menu comprises of following

options:

Pending Workflow

Workflow history

Direct Reporting

Staff leave balances

Staff leave planner

Employee Requisition

(PS: All options may not be visible to

you. Options visible to you are as

decided by your HRNET Administrator)


Manager Self Service-Pending Workflow

Pending workflow option allows the

managers to view various types of

requests pending their approval.

These requests may be leave

requests, loan requests etc.

Upon viewing the pending workflow,

managers can go to workflow

module to carry on with approval

tasks.


Manager Self Service-Workflow History

In this screen, managers can view

the historical data of the workflow

previously carried out by them.

Managers have to select year for

which they want to view the

workflow historical data and click on

‘Search’ to retrieve and view the

data.


Manager Self Service-Direct Reporting

Direct Reporting option lets

the managers view the list of

staff who are directly reporting

to them, as defined in the

HRNET database.

Click on ‘ViewDetails’ of the

selected row to browse

through the details of the

selected staff.


Manager Self Service-Staff Leave Balances

Staff Leave balances screen

can be invoked whenever the

manager needs information

about the pending balances of

their direct reporting staff.

Click on ‘ViewDetails’ of the

selected staff to view the

opening balances, leave taken

during the year and closing

balance as of date. On the

‘Leave taken’ grid, click on

‘Details’ to further view details

of leave taken.


Manager Self Service-Staff Leave Planner

Staff Leave Planner is an option

for managers to view the leave

schedules of their department.

This page displays the graphical

representation of all the leave

requests during the selected

period (one year from the selected

month and year). You can filter

the data as required by checking

or unchecking the leave approval

statuses displayed. Also you can

print the planner directly.


Miscellaneous

Miscellaneous menu comprises

of following options:

Change Password

Assign Proxy

Course Feedback

Birthday List

Employee List

Forms Download

Employee Handbook

(PS: All options may not be visible

to you. Options visible to you are

as decided by your HRNET

Administrator)


Miscellaneous-Change Password

Using Change Password form,

you can change your password

at any desired time. As a

security measure, you are

asked to key in your current

password. Then enter the new

password and re-confirm the

new password.

Click on ‘Update’ to update

your user profile with new

password.

P.S.-It is recommended to use

combination of alphabets and

numbers as your password.


Miscellaneous-Assign Proxy

As a HRNET workflow manager, if

you are expected to be out of office

and have no access to HRNET

system to carry out workflow tasks,

‘Assign Proxy’ provides to designate

a proxy for yourself for the time you

are not available.

Upon clicking ‘Add New’, a proxy

designation form will appear. Choose

the person whom you want to be

your proxy for all approvals, start

date and end date of your absences

and the reason for absences.

Also you can view the historical

information of the proxies assigned

earlier by you.


Miscellaneous-Course Feedback

This form is related to the

trainings you have undergone

sponsored by your company.

Upon completion of the

course, if you are expected to

complete filling a course

feedback form, this is the

option. Select the training

course from the top grid for

which you need to evaluate.

Browse through each category

and fill in the ratings and your

remarks under Evaluation

Items grid.


Miscellaneous-Birthday List

Birthday List option provides

you with birthday list of all the

active staff as listed in the

employee database.

Information available is the

Division/Department they are

located,and their birth date.


Miscellaneous-Employee List

Employee List option

provides you with a list of all

the active staff as listed in

the employee database.

Information available is the

Division/Department they are

located, and their contact

details like telephone

number, extension number

and email address.


Miscellaneous-Forms Download

Forms Download provides an

option for you to download

the standard forms that

needs to be actioned by you.

Please note that the forms

need to be loaded by the

HRNET administrator for you

to have the download option.

Click on ‘Click to Download’

to download a selected form.


Miscellaneous-Employee Handbook

Employee handbook feature provides

you an option to view your

company’s policies and procedures

for your reference.

Please note that the handbook

should be made available by the

HRNET administrator for you to view

the document.

Click on the message ‘Click here to

view the Handbook’ to open the

document for viewing.


GENERAL FEATURES

Previous & Next:

By clicking on these buttons you can navigate thru the pages

Contact HR:

By clicking on the button ‘Contact HR’, you can send an email to the HR

department to the person as designated by the HRNET Administrator.

News & Events:

This feature enables you to view the company news and events as published

by the HR Administrator. Click on scrolling caption to view more details of the

News & Events.