1、BUSINESS MADE SIMPLE,Employee Self-Service Quick Start Guide,2,Employee Self-Service Quick Start,Table of ContentsOverview Page 3Personal Information Page 4 North American Benefits Page 7Absence and Attendance Page 16Working Time Page 19,3,Employee Self-Service Quick Start - Overview,Please note: De
2、pending on the country that an Employee resides in, they may not see all of the links. What is Employee Self Service? Employee Self-Service (ESS) is Nortels web portal that enables employees to:View and maintain personal information such as your home address and family informationRequest an absence,
3、 view your vacation/leave calendar, or view your time account balances. Report working time which is legislated and required in certain countries only. For North American based employees, update Flex benefits selections as a result of a new hire, during annual enrollment or due to a life event.,Soft
4、wareBefore using ESS, Adobe Acrobat 8 and ActiveX must be installed. Confirm the version of Adobe Acrobat Reader by launching the application, clicking on “Help“ and choosing “About Adobe Reader.“ Adobe Readerv8 will work with Employee Self-Service.Confirm ActiveX by checking for the files by follow
5、ing this menu path, C:Program FilesCommon FilesSAP Shared In here you can look for the following files:OfficeControl.dllPlaceHolder.dllAdobeControl.dll If your need is immediate, Download Adobe Acrobat Reader or SAP ActiveX for HRE at Paygo at http:/ ESS? ESS can be accessed directly from Nortels ho
6、me page under “Top Intranet Links” or from the link referenced on this page. When logging into ESS you will see tabs titled Employee Self-Service and My Inbox. Managers have one additional tab for Manager Self-Service functionality. You will be able to access all 3 main areas from this page.,Employe
7、e Support Serviceswork website: provides a single information source (guidelines and process information) to help you conduct people-related transactions. Technical Support: technical issues such as your browser crashing, errors, or missing information, you should contact your local IT Help Desk by
8、submitting a ticket through IT Express or calling: ESN NT4-HELP Option 3, 4 (800-684-4357 or 514-667-6598),Useful Information ESS is found at https:/ Licensing Agreement Each time you edit information in ESS you will be asked to agree to the terms of the License Agreement. If you accept the terms of
9、 the License Agreement, click on the “Confirm” button. If you do not accept this license agreement, you will not be able to process to the next screen.,The ESS tool is broken down into 4 main areas.,Diagram - 1.1,Diagram - 1.0,4,Employee Self-Service Quick Start - Personal Information,Important Info
10、rmationIt is your responsibility to keep your Nortel personal data accurate at all times. This ensures that there are no lags or errors related to your personal data in payroll or HR processing. Using ESS, you can view and maintain your personal information but what information you can update varies
11、 by country.When do I need to update my personal information?You need to update your personal information in ESS under these circumstances:1. New Hire/Rehire: On your first day as a hire or a rehire, it is important to view your personal data to ensure the information is accurate and there is no mis
12、sing information. 2. Personal Status- Changing Event: In the event of a change to your personal life such as marriage, birth, divorce, death, or change in residence/phone number, you may need to update your personal information. 3. Internal Mobility: In the event of transfers and country reassignmen
13、ts within Nortel, you may need to update your personal information in ESS. Please note: If you are going on a long-term expatriation within Nortel must notify Global Mobility of your address change for processing. Long-term expatriation address changes can not be updated in ESS.,Update Your Personal
14、 DataClick on “update your Personal Data” (See Diagram 1.2)If you see that your Personal Data is incorrect, click on “Edit” (Diagram 1.3)Make the required updates and click “Review”. Review your changes and click “Save” to confirm.To exit the screen, click on “Previous Step” or “Exit” and then click
15、 “Exit” again to return to the main menu of “Personal Information”.,Steps to view/update Personal Information:Once in ESS, click on the “Personal Information” link in the main menu of the screen. Although the personal data may change by country, the method of viewing and updating information in ESS
16、is consistent. These are the main areas that can be updated under Personal information:Update Your AddressesChange Family Members/DependentsUpdate Your Personal Data,Helpful Hints All fields with a white box can be updated through ESS. All fields with a blue box must be updated by contacting HR Shar
17、ed Service. See Diagram 1.4.,Diagram - 1.2,Diagram - 1.4,Diagram - 1.3,5,Employee Self-Service Quick Start - Personal Information,Please note: Depending on your country, you may not see each of the links as shown below. For instance, changing Family Members / Dependents is not deployed for all count
18、ries.Change Family Members/DependentsIf you would like to update the information on family members or dependents, on the “Personal Information” main menu page click “Change Family Members/Dependents” See Diagram 1.5.,Diagram - 1.8,Diagram - 1.6,Diagram - 1.5,Update information as required and then c
19、lick “Review”.Review the updates then click “Save”. If you do not wish to update the information, click “Exit” and/or “Previous Step” and then “Exit” to return to the main page. See Diagram 1.8.,This next screen provides the capability of updating your spouse or dependent information. See Diagram 1.
20、6.,Within this screen you can input your spouse or childs first and last name, update their date of birth and their gender. See Diagram 1.7.,Diagram - 1.7,6,Employee Self-Service Quick Start - Personal Information,Update Your AddressesThis section will allow you to view or modify the permanent resid
21、ence address, emergency address and/or a new mailing address. Follow the same updating process. (Remember: depending on your country, you may not see each of the links as shown below.) Once you click on “Update Your Addresses” on the main page (Diagram 1.9), you can view your current permanent addre
22、ss.,Diagram 2.1,Diagram 1.9,Make the required updates and click Review. Please note: Fields with an “*” beside the name are required fields (see Diagram 2.1). If left empty, an error message will be received and you will not be able to update the address until you have entered the correct informatio
23、n into these fields.,Click “Edit” to update this information.,Diagram 2.0,Review the updates and if correct, then click “Save”. If it is not correct, you can return to the prior screen by clicking on the “Previous step”. If you do not wish to update the information, click “Exit” and/or “Previous Ste
24、p” and then “Exit” to return to the main page.,7,Employee Self-Service Quick Start North American Benefits,Overview All North American, non-union (excepting CAW and COEU) employees participate in the country-specific benefits programs which include medical, dental, vision, and hearing insurance as w
25、ell as short-term and long-term disability benefits. At Nortel, you will have the opportunity to update these benefits in the following situations:New enrollment - Enroll in a benefit plan in one of the given situations: hire, rehire, acquisition, or relocation to another country. If you do not enro
26、ll during the pre-determined enrollment period, you will receive the default set of options. Status change - Enroll or change benefits options because of work/life events (i.e. marriage, birth/adoption of child, divorce, death of spouse/dependent, leave of transfer, or country transfer). If you do n
27、ot make any changes within the pre-determined window, you will retain your current benefit options for the year.,ESS offers a simplified online process to view your current plan, and during designated time frames, to update your Benefits. The online screen provides you with a running total of the co
28、sts associated with each selected benefit so you can see the total impact to payroll deductions while making changes to your benefits options. For more information on the benefits, please refer to note: This module is required for North American Employees only.,Annual enrollment - Nortel provides y
29、ou with a yearly window of approximately two weeks to change your benefits options for the coming year. Once you have submitted your final enrollment selections, benefit choices will be final and no changes may be made until you experience a qualified life event or enter the next annual enrollment p
30、eriod. During this time, HR Shared Services will notify you about the availability of the annual enrollment through e-mail communication and marketing through the Nortel home page. During the enrollment window, an employee can enter ESS and modify his or her current options as many times as they wan
31、t to make changes during the annual enrollment period. When the period closes, the last options selected by the employee will become his or her benefits for the coming year.,The following section includes step by step instructions for:New Enrollment- Canadian Example - US ExampleStatus Change - Cana
32、dian Example - US Example Annual Enrollment - Canadian Example - US Example,Diagram 3.3,8,Employee Self-Service Quick Start North American Benefits,New Benefits Enrollment US ExampleOnce in ESS, click on the “Benefits” link on the main screen or from the second navigation bar. When you are a new emp
33、loyee, you will receive a link under the benefits section as seen on Diagram 3.4.Click on the “Newly Eligible” link to open your Benefit options.,Once you have selected all your Benefits, click the “Review Enrollment” button. The system will return a summary of all the plans, the current cost per mo
34、nth, and whether you added or left unchanged a Benefit plan.,Diagram 3.4,Selecting Benefits As a new employee, you can select benefits which best suit your personal needs. For more information on the benefits available, please refer to Benefits The following provides a detailed description on how t
35、o select benefits for the first time. For demonstration purposes, we will enroll an employee in a dental plan and insurance plan. Click the button beside the option you wish to add to your plan. In this example, we selected Dental/Vision/Hearing. See Diagram 3.5.,To continue, you must click on the “
36、Add Plan” button at the bottom of all the options.,Diagram 3.7,You will be presented with all the various options Nortel offers concerning dental/vision/hearing. Select and click on your preferred option as in Diagram 3.7. Click on the “Add Plan to Selection” button to complete the addition of the p
37、lan.You may then continue down the list of benefits selecting and adding all your preferred benefit selections. Note: Some benefit selections require additional forms to be submitted and will be identified during enrollment. You will find all forms on the list and, if it is correct, click on the “S
38、ubmit Final Selections“ button. See Diagram 3.8. A PDF of your Benefit Confirmation Statement will be available immediately. The system returns with a note that your plan selections have been saved, These selections will be sent to HR Shared Services for processing. You can now return to the ESS men
39、u by clicking “Go to Employee Self-Service homepage”.,Diagram 3.6,Diagram 3.5,Diagram 3.8,9,Employee Self-Service Quick Start North American Benefits,New Enrollment into Benefits Canadian ExampleOnce in ESS, click on the “Benefits” link on the main screen or from the second navigation bar. When you
40、are a new employee, you will receive a link under the benefits section as seen in Diagram 3.9.Click on the “Newly Eligible” link to open your Benefit options.,Diagram 3. 9,Selecting Benefits As a new employee, you can select benefits which best suit your personal needs. For more information on the b
41、enefits available, please refer to Benefits The following provides a detailed description on how to select benefits for the first time. For demonstration purposes, we will enroll an employee in a medical plan.,To continue, you must click on the “Add Plan” button at the bottom of all the options.,Di
42、agram 4.0,You will be presented with all the various options Nortel offers concerning medical. Select and click on your preferred option as in Diagram 4.3.,At the top of the Benefit Selection screen, the system provides you with a running total of your costs and Benefit Credits. Section A indicates
43、your pre-tax total and Section B indicates your post tax cost. See Diagram 4.0. Click the button beside the option you wish to add to your plan. In this example, we selected medical plan. See Diagram 4.1.,Note: The amounts shown under the employer costs will be added to your Benefits Credits when th
44、e employee cost is zero. For example, if you choose comprehensive medical the employee cost is zero but $1.90 will be added to your Benefit Credits. Click on the “Add Plan to Selection” button to complete the addition of the plan.You may then continue down the list of benefits selecting and adding a
45、ll your preferred benefit selections. Note: Some benefit selections require additional forms to be submitted and will be identified during enrollment. You will find all forms on you have selected all your Benefits, click the “Review Enrollment” button.The system will return a summary of all the pla
46、ns, the current cost per month, and whether you added or left unchanged a Benefit plan. Review the list and, if it is correct, click on the “Submit Final Selections“ button. The system returns with note that your plan selections have been saved. A PDF of your Benefit Confirmation Statement will be a
47、vailable immediately.You can now return to the ESS menu by clicking “Go to Employee Self-Service homepage”.,Diagram 4.2,Diagram 4.1,Diagram 4.3,10,Employee Self-Service Quick Start North American Benefits (Cont.),Updating Your Benefits Data Status Change US Please review benefit plan information on
48、the benefits website to understand your options at the time of your life event. Contact HR Shared Services within 31 days of the event date.Will need to provide the specific event type, date event occurredIf your event will include the addition of a dependent, related dependent information including
49、 name, date of birth will be needed.It is preferred you have ESS access at this specific time but not necessary. If your life event will include the addition of a dependent, HR Shared Services will enter dependent information. Please note: HR Shared Services will open the life event to be completed within ESS by the employee. This must be completed within 31 days from the specific event date not from the date it is opened or accessed.,
