Employee Self Serve (ESS) Quick Guide

  • This guide is to assist with commonly needed uploads to ESS when adds/changes are entered in to RDA. All ESS processes available are not included in this document, and this should not be used in place of the full ESS User guides. Always log into ESS to verify data has uploaded successfully.


Personnel Module

  • New Employee
    • Add Personnel Process should have default setting where Create ESS User box is checked; Also available in Maintenance - Open Self Serve - Users - Add ESS User
    • Maintenance - Open Self Serve - Uploads
      • Documents
      • Certifications
      • Certification Points
      • Education
      • Endorsements
    • Maintenance - Open Self Serve - Uploads - Upload all HR Data to ESS, to upload all HR, Payroll and Leave data
  • New or Changed Personnel Set up
    • Maintenance - Open Self Serve - Uploads - Upload Setup to PIM
      • Personnel Criteria
      • Certification Codes
      • Document Type
      • Certification Type
      • Education Type
      • Endorsement Type
      • Ethnic Type
      • Fields of certification
      • State Filing Status
      • Personnel Status
  • Changes to Employee Setup
    • Maintenance - Open Self Serve - Uploads - Upload to PIM
      • Phone Numbers
      • Emails
      • Addresses
      • Spouse Information
      • Filing Status
      • Longevity
      • Benefit Information
      • Emergency Contact
      • Job Supervisors
  • Change Personnel ID- IMPORTANT: Refer to full instructions at http://wiki.openrda.com/wiki/index.php/PRSNNL-CHGPERID_RANGE_SCREEN
    • Maintenance - Open Self Serve - Purge, for old Personnel ID
    • Maintenance - Open Self Serve - Users, for new Personnel ID
    • Maintenance - Open Self Serve - Uploads - Upload all HR Data to ESS, to upload all HR, Payroll and Leave data
  • Add Roles
    • Maintenance - Open Self Serve - Users
      • Set Position Supervisor roles (if supervisor stored on the Position Master)
      • Set Job Supervisor roles (If supervisors are stored on the Job Master)
      • Set other User roles (Administrator - ESS Administrator box should be checked on Personnel Demographics before running process)
  • Remove ESS User
    • Maintenance - Open Self Serve - Purge - ESS Users


Payroll Module

  • Add Jobs (including adding job during the Add Personnel Process)/Changes to Job Master
    • Maintenance - Open Self Serve - Upload Jobs to PIM
  • Add Employee Deductions/Changes to Deduction Master
    • Maintenance - Open Self Serve - Upload Benefits - Upload Benefits from OpenRDA to PIM
  • Update Deductions Active/Inactive
    • Maintenance - Open Self Serve - Upload Benefits - Update Active Benefits/Delete Inactive Benefits in ESS
  • New or Changed Payroll Set up
    • Deduction Types
      • Maintenance - Open Self Serve - Upload Benefits - Upload Deduction Type to PIM
    • Deduction Descriptions
      • Maintenance - Open Self Serve - Upload Benefits - Upload Deduction Descriptions to PIM


Position Tracking Module

  • New or Changed Positions (Including Supervisor Personnel ID)
    • Maintenance - Open Self Serve - Positions
  • New or Changed Position Tracking Set up
    • Maintenance - Open Self Serve - Upload Setup to PIM
      • Classes
      • Categories
      • Criteria
      • Locations
      • Responsibilities


Leave Management Module

  • New or Changed Leave Master, Leave Job, Leave Transactions, Leave Balances
    • Leave Task Menu - Update Open Self Serve Leave
  • Update Balances after Payroll completed
    • Leave Task Menu - Update Open Self Serve Leave
  • New or Changed Leave Management Types and Descriptions
    • Maintenance - Open Self Serve - Update ESS Leave Types/Descriptions