HRMS Software employee self service (ESS) systems continue to be one of the most popular options with HRMS software and the demand is only growing. The objective of this article is to define the typical capabilities of today's HRIS ESS systems.

Typical HRMS Software ESS Options

Employee Access - In the most basic sense, employee access is the main purpose of ESS systems. Employees have the ability to view or update their own information without having to communicate with HR or their managers to do so. This access may include simple demographic data, emergency contacts, attendance details, benefits, training, payroll information, or insurance plan details. When an ESS product is setup, an HRMS software administrator will typically have the option to define field by field what information employees can view, not view, or update. There may also be situations where they can change data but that change must be approved by others before the change is live. This important capability will be discussed later in this article under the option title Work Flow Management.

Manager Self Service - With many of the companies I have worked with in the past, this option has been viewed as being more important than the employee self service. With this option, managers are able to view or change data on their direct and indirect report employees. An indirect report is an employee who reports to the manager and also has employees reporting to them. In this example, the CEO or President of your company should be able to see all employees. Managers typically may be provided access to all the information employees are but they may also be able to run additional reports on their employees and managers.

Integration of HRMS and Payroll Information - If your HRMS and payroll application are integrated or you have an interface that can populate an HRMS software ESS option, employees and managers may also be able to see payroll data or payroll history. I worked with a twelve hundred employee company recently and, for them, the most important capability of ESS was having the ability for employees to print their own direct deposit advices.

Work Flow Management - I briefly touched on this very important capability under the employee access option section. With this option, you can designate an approval process for any changes that may occur in the system. For example, an employee requests time off, the manager then may approve or disapprove this time, if they approve it, the information may move to human resources to make a final approval. If the manager is out of the office, they will typically have the capability of designating a temporary approver while they are out.

As I mentioned earlier under employee access, the HRMS software administrator has the ability with each field to determine if the employee can view, not view, or change the item. You are typically allowed to setup a work flow for each change, as well.

Time off Management - We briefly touched on this topic already but the important thing to mention is that employees are typically able to view their time off history, balances, leave balances, and request time off. Managers are typically provided the ability to approve or disapprove this time and view reports relating to when employees are scheduled to be out or view attendance summary reports.

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