Need help with ESS?
Contact the OFM Help Desk:
- Phone: 360-407-9100
- Email: HereToHelp@ofm.wa.gov
Employee Self Service (ESS) - Frequently Asked Questions
I selected the Reset Password/New User link to get my password reset. How long does it take to get my password reset? It usually takes less than 1 minute. ESS will automatically send a temporary password to your email address. This is the email address maintained in ESS Personal Information. If you do not receive an email, contact your Human Resources (HR) office to confirm your email address. You might also want to check your junk email settings to ensure you have not blocked email from 'no-reply' or 'WaTech' .
My agency supports Single Sign On (SSO) and I'm logged on to my agency network. Why does ESS still prompt me for a Logon ID and Password? ESS requires your work email address to support Single Sign On (SSO). Your work email address includes '.wa.gov' and is provided to you by your agency. If you do not know your work email address, contact your Human Resources (HR) office.
How do I log off if I'm using Single Sign On (SSO)? I selected Log off () but I'm still logged on. If you are logged on using Single Sign On (SSO), close your browser window to log off.
When is my current earnings statement available in ESS? Your current earnings statement is posted two business days prior to payday.
Can I get my earnings statements for previous paydays? Available earnings statements include the previous twelve months. If you need earnings statements that are more than twelve months old, contact your payroll office.
Can I get my earnings statements after I leave state service? When you leave state service (for example, you resign or retire), you will still have access to your earnings statements in ESS for thirty days.
Why does my old address still show on my current earnings statement? I updated my address in ESS but it doesn't match the address on my current earnings statement. Use Personal Information to verify the effective date used for your address change. Address changes are not reflected on earnings statements immediately. For example, if you updated your address on the first day of the month (with an effective date of the second day of the month), your changes will show on your earnings statement after the next payday.
- Address changes made between the 1st and 15th of the month will be displayed on your earnings statement for the payday on the 25th day of the same month.
- Address changes made between the 16th and last day of the month will be displayed on your earnings statement for the payday on the 10th day of the next month.
How do I print my earnings statement? Use ESS to display your earnings statement. ESS will display your earnings statement using PDF (portable document format) so you can use standard print functions. For example, if you are using Internet Explorer (IE), select File and select Print.
Why is my permanent address required in ESS? Your permanent address information is used to determine eligibility for some of your employee benefits (for example, health care benefits). Use Personal Information to maintain your permanent address. You can update your permanent address but you cannot delete it.
Is a mailing address required in ESS? No. Use Personal Information to maintain your mailing address if it is different than your permanent address. You can update and/or delete your mailing address.
When I update my address in ESS, does it also update other systems? ESS automatically updates the central payroll system (Human Resource Management System). HRMS will send updates for your permanent and mailing address to the Health Care Authority (HCA) and to the Department of Retirement Systems (DRS) after the next payday. Contact your Human Resources (HR) office if you require an immediate address change for HCA or DRS.
When I submit a leave request, is it automatically routed to my supervisor for approval? Yes. ESS automatically routes your request to your supervisor for approval. ESS also sends an email notification to your supervisor.
How do I know if my supervisor has approved my leave request? ESS automatically updates your leave request status. Use Show Overview of Leave or Show Calendar to display the status of your leave requests. ESS also sends an email notification to you when a supervisor approves or rejects your leave request.
I have a new supervisor. How do I change a leave request that was approved by my previous supervisor? Request the change as you normally would using Submit a Leave Request. ESS will automatically route the change to your new supervisor for approval.
How do I add a time stamp to a leave request? Use the note for approver field on your leave request. The time stamp will be displayed in the note for approver field after you submit your leave request.
I'm on a 24/7 work schedule. Do I need to submit a separate leave request for each day of leave? Yes. Employees on a 24/7 work schedule always need to submit a separate leave request for each day of leave.
My work schedule is 10:00pm to 7:00am. I'm planning to take vacation leave from 10:00pm to 2:00am. Do I need to submit two leave requests? Yes. You need to submit a separate leave request for each day of leave because your work schedule crosses over two days (10:00pm to 11:59pm and 12:00am to 2:00am).
Can a Personal Holiday be split into hours and taken on multiple days? Under certain circumstances, employees may be allowed to split their personal holiday. Reference WAC Section 357-31-070 (Holidays and Leave/Washington Administrative Code). Contact your Human Resources (HR) office for more information.
Can I submit a leave request if it exceeds my scheduled hours? ESS verifies your scheduled hours and will display an error message if you try to submit a request that exceeds your scheduled hours. For example, ESS will display an error message if your scheduled daily hours are M-F 8am-5pm (8 hours scheduled with 1 hour break) and you try to submit a request for 10 hours.
I used Show Time Account to display my leave balances. What's the difference between Entitlement hours and Remainder hours? Entitlement includes your balances up to and including the current day (this includes leave earned since the last payroll cycle). Remainder includes your leave requests that have been submitted for approval, including future dated leave requests.
Why doesn't my Personal Holiday-Shift show up on my leave balances? If you have already used your Personal Holiday-Shift, it will not be displayed because the balance would be zero. ESS will display your leave balance if it is greater than zero.
Can I submit a leave request if it exceeds my available leave balance? ESS verifies your leave balances and will display an error message if you try to submit a request that exceeds your available balance. For example, ESS will display an error message if you have 38 hours available for vacation leave and try to submit a request for 40 hours vacation leave. Use Show Time Account to review your leave balances before you submit a request.
My leave balance shows that I have vacation leave available but I get an error message. Why can't I submit my request? You might be trying to submit a leave request that exceeds your leave balance as of a specific date. For example, your leave balance on February 27 shows that you have 8 hours of vacation leave available and you try to submit a vacation leave request for February 9. You might get an error message because the 8 hours of vacation leave became available to you based on accruals that happened after February 9. If your available vacation leave balance was less than 8 hours on February 9, ESS will not let you submit the request because you had not yet earned (accrued) enough vacation leave.
Why are my leave balances in ESS different than my leave balances on my earnings statement? ESS will display your current balances and your earnings statement will display your balances based on a specific payroll cycle.
When do the monthly accruals appear in ESS? Accruals will be available the morning of day two during a payroll cycle. For more information about leave accruals (including dependencies on the eighty-hour requirement), reference WA Chapter 357-31 (Holidays and Leave/Washington Administrative Code). Payroll calendar/schedule information is available as a quick link from hr.wa.gov.
How often does ESS send email notifications? ESS email notifications for leave requests are scheduled to run every hour starting on the half hour. If you do not receive an email, use Personal Information to verify your email address. You might also want to check your junk mail settings to ensure you have not blocked email from 'TIDALSAP' .
Under what circumstances will I receive an email notification? ESS will send email notification if there is new leave request status during the hour.
|If this happens||ESS will send an email notification to|
You submit a leave request.
Your supervisor. For example, your supervisor will receive one email if you submit two leave requests during the hour.
Your request is approved or rejected.
|You. For example, you will receive one email if your supervisor approves multiple leave requests for you during the hour.|
|Supervisor/Manager submits a leave request on behalf of an employee who directly reports to them.||Supervisor. This is the supervisor of the employee (direct report).|
|Supervisor/Manager submits a leave request on behalf of an employee who reports to a supervisor who reports to them.||
Supervisor. This is the supervisor of the employee (direct report). If you are approving leave requests on behalf of a supervisor who reports to you, remember to log on to ESS to monitor leave requests (you will not receive ESS email notification for employees who report to a supervisor who reports to you).
An employee recently transferred into my team. How do I display their leave requests from their previous team? Use Submit/Approve on Behalf of my Employee to display their leave history.
Where is the team calendar? Use Approve/Reject Leave Requests to display a team calendar.
An employee on my team is out of the office and unable to submit a leave request. Can I submit a leave request on their behalf? Use Submit/Approve on Behalf of my Employee to submit the request.
How do I change or delete a leave request on behalf of an employee? Use Submit/Approve on Behalf of my Employee if you need to change or delete a leave request on behalf of employees who report to you (direct reports) or employees who report to a supervisor who reports to you. Instead of submitting a new request for the employee, select Show Overview of Leave then select the leave request that you need to change or delete.
A supervisor on my team is out of the office and unable to approve a leave request for an employee on their team. Can I approve the leave request on their behalf? Use Submit/Approve on Behalf of my Employee to approve or reject the request.
I am going to be out of the office and unable to approve leave for my team. Can I use ESS to delegate someone else to approve leave in my absence? The delegation process is automated based on your organizational structure. For example, your supervisor or manager automatically has access to submit/approve leave on your behalf. For more information about your organizational structure, contact your Human Resources (HR) office.
Does someone in my agency have access to all of the leave requests and related information in ESS? It depends on your organizational structure. Usually, the agency director and their executive assistant will be setup to access all of the leave request information across the agency. For more information about your organizational structure in ESS, contact your Human Resources (HR) office.
What is ESS? Employee Self Service (ESS) is a secure, password-protected, on-line portal for employees who are paid through the State of Washington central payroll system (Human Resource Management System). ESS is not available for employees of higher education institutions because they manage their own payroll systems.
- Display and print your earnings statements.
- Maintain your permanent address, mailing address, email address, telephone/contact numbers and emergency contact information.
- If your agency has implemented the Leave Request feature, you can also use ESS to manage leave requests and display your leave balances.
What is ESS Leave? Employee Self Service (ESS) includes an optional leave request feature. You can use ESS to manage leave requests and display your leave balances if your agency has implemented the leave request feature.
- Employees can display their leave balances, leave request history, and manage their leave requests. Leave requests are automatically routed to a supervisor for approval.
- Supervisors can also display team calendars and manage leave approval processes for their teams. Approval status is automatically updated for the employee.
- Agencies using ESS leave have significantly reduced their paperwork and shortened the turn-around time for leave approval processes. Approved leave requests are automatically posted to HRMS. Some agency payroll offices have reported up to a 67% reduction for time needed to input leave into HRMS after they implemented ESS leave.
Is there a quick video or eLearning available to learn more about ESS? A quick video is available on YouTube. The video includes voice and closed-captioning with examples to walk you through basic steps to log on and use some of the ESS Leave features.
What if I don't have access to a computer or the internet? Contact your Human Resources (HR) office. For example, most agencies provide alternate paper-based forms and processes to help ensure address, telephone, and emergency contact information is updated.
Is there an option to replace the wahrms.wa.gov link that is included in the notification emails? Currently, there is no option to replace the wahrms.wa.gov/irj/ link. If your agency uses the single sign-on feature, you can use the link and sign in manually, or you can ignore the link and go to myhrms.wa.gov to take advantage of single sign-on.
What is required for employees to log into the Employee Self Service Portal? Employees will need access to the internet. They must also know their HRMS Personnel number and ESS password to login in at the ESS Portal. See detailed instructions.
How long does it take to reset my password and be ready to log into the portal? Do you anticipate that resets will take longer as more agencies begin using the leave system? It's fast! ESS password resets (using the “Forgot Password” link on the HRMS Portal logon page) usually take less than 1 minute. WaTech does not anticipate slower response time on password resets due to more agencies using the ESS Leave Tool.
How often has ESS been down during the day for either scheduled or unscheduled reasons? Has downtime increased as more agencies started using the ESS Leave Tool? To the extent possible, we try to keep our down time to a set schedule. Professional users (users with access to HRMS) have no access to ESS during the following scheduled "HRMS lock outs":
- Daily from 8 p.m. – 6 a.m.
- All day on Payroll Day 4
- During scheduled system maintenance
All other users have 24/7 access except during scheduled system maintenance, which is between 6 a.m. and 8 p.m. the fourth Sunday of each month.
When unscheduled system down time needs to happen, WaTech will notify agencies as soon as possible. We don’t foresee increased system down time as more agencies start using the ESS Leave Tool.
How do agencies verify the employee email addresses that are on file in HRMS? Employee email addresses are stored in HRMS infotype 0105 subtype 0010. Agencies can run the Flexible Employee Data Report ZHR_RPTPAN02 to verify email addresses are correct.
It is highly recommended to use an employee’s work email address. This email address is used for password resets and the leave request notification process.
Agencies that have employees who do not have a work email address, will need to determine an internal business process to notify these employees of the status of a leave request.
An ESS leave request administrator is executing the Leave Requests Check (transaction ZRPTARQLIST) report for an agency of more than 50 employees and the report times out. However, if they execute the report for one employee it completes. Why? To execute this report for more than 50 employees, copy and paste the personnel numbers in the multiple selection option and execute in the background. Please review the On Line Quick Reference (OLQR) instructions for the ‘Leave Requests Check’ report (ZRPTARQLIST).
Why do employees who are no longer employed with the agency display on the ‘Leave Requests: Check’ report? Employees who are no longer employed with the agency will appear on the ‘Leave Requests: Check’ report if the report is executed for a date range when the employee was employed with the agency. To limit the date range for the report, select the ‘Other Period’ radio button and key a date range for both the Data and Person Selection Period. Please review the On Line Quick Reference (OLQR) instructions for the ‘Leave Requests Check’ report (ZRPTARQLIST).
How does the leave request administrator view leave requests that have been approved and those that have NOT been approved? A leave request administrator is able to view both approved and submitted (NOT approved) leave requests by selecting the ‘Current and Old Versions’ radio button in the ‘Version Selection’ section of the ‘Display Leave Requests’ report screen. Please review the On Line Quick Reference (OLQR) instructions for the ‘Display Leave Requests’ report (ZRPTARQDBVIEW).
Can everyone in the agency use the ESS Leave tool? Employees who have a designated approver and the proper security can use ESS Leave. The agency director may not have a designated approver, so he or she would not be able to use the tool.
There are some leave types showing in ESS that no longer apply to specific employees. Why would a balance appear in ESS Leave for a leave type that no longer applies to an employee? Any quota balance that exists on the Absence Quotas Infotype (IT2006) will be reflected in ESS, even if it no longer applies to the employee. These quotas will have to be resolved in HRMS to remove them from the ESS view.
Why is there is no entry displayed in ESS for one or more quota types? If there is no beginning balance or other activity for a particular quota type, it will not be displayed.
Can the Personal Holiday be split into hours and taken on multiple days? Under certain circumstances, employees may be allowed to split their personal holiday. Refer to Collective Bargaining Agreements or WAC 357-31-070 to determine if allowable. If allowable, enter the appropriate number of hours in the “Duration” field.
If an agency payroll office enters leave into CATS, do they have to complete the Time Transfer (ZCAT6) for the leave to be taken off the employee’s leave balance? If they do, will it show a real time leave balance? ZCAT6 jobs are scheduled hourly during payroll processing days. On regular days, ZCAT6 will need to run to transfer CATS entries so that leave taken will be reflected in the ESS leave balance real time. However, once the agency has the ESS Leave Tool in place, we recommend minimal use of CATS for leave processing to prevent confusion and inconsistencies.
Can an agency request additional leave types for their agency in the ESS Leave Tool? We are not currently accepting requests to add new leave types in the ESS Leave Tool.
Do ESS leave requests show in the CATS Screen in HRMS? Do leave entries in CATS show up in the ESS Leave Tool? The CATS screen and the ESS Leave Tool are alternate methods for populating Infotype 2001.
Absences entered in CATS will be displayed in ESS, but cannot be changed or deleted from within ESS. The ESS Leave Tool does not populate data into CATS.
What leave types can be processed through the ESS Leave Tool? How do you enter leave types that are not available in ESS? The majority of leave types are configured in the ESS Leave Tool. Each agency needs to determine its internal processes if it chooses to use leave types that are not available in ESS, or it chooses not to process certain leave types in the ESS Leave Tool.
Agencies will continue to have access to CATS and PA71 (Quick Entry of Time Data) for manual leave entry. Absences entered outside of the ESS Leave Tool will be displayed in ESS and cannot be changed or deleted in ESS.
What if our agency does not want certain absences (such as LWOP or Shared Leave) to be processed in the ESS Leave Tool? If an agency does not want to use certain leave types in ESS, it will need to define an internal business process for handling those leave types.
Does WaTech have plans to add more work schedules to help accommodate agencies that move to ESS Leave processing? Adding work schedules is not included in the ESS Leave Tool implementation effort. If an agency requires additional work schedules to support their ESS implementation, the agency will need to submit a ticket to the WaTech Support Center.
Please be aware that the request for additional work schedules may impact the date of your implementation.
Does the system recognize state holidays? For instance, if an employee wants to request leave the day before and the day after a holiday, can he/she do that on one request for 16 hrs over those three days, or need a separate eight-hour request for each day on either side of the holiday? For salaried employees with valid work schedules in HRMS, the holidays are inherited in the ESS Leave Tool. This prevents employees from submitting a leave request for a scheduled holiday. (for the 24/7 work schedule see question #13).
For a leave request that crosses over a holiday, separate requests are required for the days before and after the holiday.
Can employees and supervisors view real time leave balances in ESS? Yes, employees and supervisors can see real time leave balances in the ESS Leave Tool. The ESS screen can be refreshed to view the most current Leave Balances.
How far into the past or future are leave requests allowed in the ESS Leave Tool? Effective July 24, 2012, leave may be submitted, changed, or deleted up to 6 months after it was taken (past) or up to 12 months in advance (future) of it being taken. This excludes LWOP, which can only be submitted, changed or deleted up to 30 days after it was taken (past). Agencies with represented employees should review bargaining agreements and may need to manually manage employee leave requests in cases where bargaining rights exceed what the system allows.
Is the approver notified when his/her employee changes or deletes leave requests that were already approved? Yes, the approver will be notified when an employee has requested to change or delete approved leave requests. Those requests will go through the approval process again.
Are payroll staff able to manually approve a leave slip in the ESS Leave Tool? Payroll staff will not be able to submit/approve employee leave requests in the ESS Leave Tool. If the supervisor/manager is not available to approve leave for payroll cutoff, the higher level supervisor/manager (based on the HRMS Organizational Structure) can approve the leave request on his/her behalf.
Agencies will need to define an internal business process to outline the escalation process and how to identify outstanding leave requests that need to be approved.
Do leave slips get bumped back to the employee if not approved in "X" amount of days, or are they automatically approved and processed if they are waiting for supervisor approval for a specific period of time? The unapproved leave requests will stay in the Supervisor’s work list until they are approved. The unapproved leave requests will not be bumped back to employee or be automatically approved/processed by the ESS Leave Tool.
The Agency’s ESS Leave Request Administrators will be able to capture leave requests waiting for approval for the upcoming payroll cutoff by running the ESS Leave reports .
Is the Leave Administrator notified of errors during the leave request posting process? Leave Administrators will get email notification if there are errors during a posting run. They need to run ZRPTARQERR program to identify and fix the error. Refer to the OLQR for detailed instructions.
Can we run the same reports we get when we run leave manually? Are there other reports provided for leave requests processed through the ESS Leave Tool? Yes, your agency users will continue to have their current access to HRMS leave reports. There is an additional security role “ESS Leave Request Administrator” that will provide access to three additional reports:
The reports are run in HRMS and provide detailed information for leave requests processed through the ESS Leave Tool.
What is the delay, if any, in the leave balances? This is a real time system that will reflect the HRMS leave balances. As the employee submits leave requests, the remaining balances will be decreased.
How long is the delay between an update in HRMS and what the employees can see in ESS? Approved leave requests are posted every 15 minutes in HRMS. This is a real time system that will reflect the HRMS leave balances. As the employee submits leave requests, the remaining balances will be decreased.
Are we able to customize the description on the leave drop down list in ESS or add additional leave types? No, the leave drop down is a standard selection field listed alphabetically.
How does ESS handle forcing accruals for employees once they have worked 80 hrs? Does the system look at their schedule to determine when they reach 80 hours and then make the accruals available for the employee automatically, or do we have to force the accruals manually in the system like we do in HRMS? You would need to complete the two quota corrections as you currently do.
How do we accommodate our part-time employees? Will we have to process them through HRMS and not ESS? A part-time employee would only be able to submit leave based on their work schedule hours.
If we have an employee who is full time working 80%, would they be able to use ESS? The way it works in HRMS is the employee is M-F 6.4 hours/day. Can ESS accommodate this type of schedule? Or would this employee have to be hourly? If the employee is less than 100 percent, they are considered part time and would submit leave based on their work schedule hours.
We cannot have our exempt staff (attorneys) be hourly. They work 50-60 hours in a week, but are only paid for 40. How would we accommodate them? ESS only records leave time, not work time. As long as the staff has a valid schedule in HRMS, they will be able to request those daily hours in leave.
Should Military leave be entered in shifts or hours? For example: If an employee needs to take an hour off for military duty, would that be entered as one hour or as a complete shift (8 hours)? Under WAC 357-31-360, employees must be granted up to 21 days of military leave each federal calendar year (October 1 – September 30) for specified military duty. Because this leave is defined in days, not hours, the employee would need to enter the hours that are equivalent to one shift. If the employee leaves the state work place for one hour of military work, it is considered a full day.
If an employee is off on a state holiday based on his/her work schedule and chooses a different day for an alternative holiday, what leave type should be used in the ESS Leave Tool? The recommendation has always been to use Absence Type 9072 to designate an alternative holiday for employees who have scheduled days off on holidays.
How are prorated personal holidays, personal leave days, and Holiday pay processed for hourly employees? Because payroll staff intervention is required in these cases, our recommendation is to process hourly employees' Personal Holidays, Personal Leave Days, and Holiday pay through CATS.
Should payroll adjust the leave requests submitted through ESS Leave tool? The original requestor adjusts requests submitted from ESS.
- Before the 6-month limit, the request/approver should initiate the change in ESS.
- After the 6 months pass, an incident will need to be sent to the WaTech Support Center requesting assistance from the HRMS Functional Team.
How does a retroactive work schedule change affect leave rquests that have already been submitted/processed in the ESS Leave Tool? All ESS leave requests dated after the effective date of the work schedule change will need to be deleted from ESS by the requestor and approved for deletion by the supervisor.
The agency should review their internal business processes to ensure employees' work schedules are kept current in HRMS and changes are done on a timely basis.
If any schedule is truly available for use in ESS, it seems like there would have to be the same options in HRMS. If so, can we continue to request new schedules as needed? How long would it take for these schedules to be effective? Any schedule that exists in HRMS will also exist in the ESS Leave tool. Due to the numerous schedules employees currently work, we have found that not all schedules exist in HRMS/ESS. In 2011, a request was sent to agencies for schedules that were needed in HRMS. WaTech received a large number of schedules needed and since then has been implementing ten new schedules a quarter.
If your schedule does not exist, it will need to be sent into the WaTech Solutions Center and looked at by management. Please Note: This is a separate process from ESS Leave and does not guarantee advancement in implementing a new schedule.
What happens if there is a supervisory change after leave has been submitted? Can the original approver still sign off? Once a supervisor change has been made, all unapproved leave that has been submitted will need to be deleted and resubmitted to the new supervisor. This can be covered by an agency business process to review all pending leave prior to supervisory changes.
How Does WaTech determine the release date for agency implementation? Once an agency completes the prerequisites and submits the ESS Leave Implementation Request Form, the Resource Planning Team will work with the agency to determine an appropriate and feasible go-live date.
Is it possible to phase in implementation? Could we try it in a single group first, or does the whole agency have to implement at one time? The ESS Leave Tool is implemented by personnel area. There are some security issues with implementing individual organizational units within a personnel area; therefore, we have been implementing at the personnel area level only. For agencies with multiple personnel areas, a separate ESS Leave Implementation Request Form is required.
What is expected of my agency in relation to assisting with other agency implementations? Our hope is that, once you’re on board with the ESS Leave Tool, you will want to help others get on board, too. The expectation of any agency that comes on board with the ESS Leave Tool is to help support the change management process of up to two other agencies. This will include making a resource available to answer questions and provide guidance during the implementation.
When setting up the Agency's org structure, who will have the ability to approve leave requests when the executive assistant is not available? If the top org unit only contains the director’s position (as chief), and the executive assistant’s position, then the director would be able to see everyone’s leave requests, approve the executive assistant’s leave and be able to approve leave requests when the executive assistant is not available.
When setting up the Agency's org structure, can the director view all employees in ESS when the executive assistant is assigned as the chief? If the director is not assigned as the chief, he or she cannot see anyone in ESS.
When setting up the Agency's org structure, will there be problems if an org structure crosses Personnel Areas? The Organizational Structure crossing Personnel Area lines will not be an issue if all of the Personnel Areas in your agency are implemented at the same time.
An agency’s organizational structure should be set up the same as the leave reporting structure.
If only one personnel area in the agency is implementing then all positions with the organizational structure must be assigned to the same personnel area for the leave request and approval process to work correctly.
When setting up the Agency's org structure, will supervisors be able to see the leave history of employees who have transferred to their area? If an employee moves into a different organizational unit, the supervisor can use "Submit leave on behalf of employee" to view the employee's leave history from the employee's calendar. However, approvers are unable to view an employee's leave history from a prior organizational unit using the Team Calendar view.
When setting up the Agency's org structure, do org units need a unique name and abbreviation? For example, could we have two org units with the name Human Resources as long as abbreviation for each was different? They can have the same Org Unit Title and Abbreviation. The system will not prevent this, but we do not recommend it because it can cause confusion. If you have two Human Resources Org Units, we recommend calling one Human Resources 1 and the other Human Resources 2.
Are there training materials and tools developed we can use to train employees and supervisors? Detailed user instructions are available for employees, supervisors, and leave administrators. In addition, there is a video demonstration of the leave request and approval process.
Can agencies currently using GAP1 to feed time and leave data to HRMS use the ESS Leave Tool? Yes, agencies that currently submit leave using GAP1 (Time and Leave interface) can still use the ESS Leave Tool. The ESS Leave Tool has no impact on GAP1 submitting time worked entries.
NOTE: Once employees start to enter leave using ESS, the agency should not send leave data through GAP1 as there is a risk of overlaying leave data.
Absences entered in CATS will be displayed in ESS, but cannot be changed or deleted from within ESS. The ESS Leave Tool does not populate data into CATS.
What are the security roles we will need for the ESS Leave Tool? There are three security roles for ESS Leave Tool:
- SR3P_SOW_ESS_LEAVE_REQUESTOR (ESS leave requestor role): The ESS LEAVE REQUESTOR role provides employees with the appropriate access to submit / change / delete their leave requests using the ESS Leave Request Tool. This access is only allowed for agencies that have been configured to use the ESS Leave Request Tool. It is assigned at the agency organizational unit level to authorize the leave requestor functionality for the employees belonging to the organizational unit.
- SR3P_MSS_LEAVE_APPROVER (MSS approver role): The ESS LEAVE APPROVER role provides supervisory staff with access to manage their employees leave requests. This access is only allowed for agencies that have been configured to use the ESS Leave Request Tool. It is assigned to the supervisor/chief’s position for each organizational unit to authorize the approver functionality.
- SR3P_DE_ESS_LR_ADMINISTRATOR (Decentralized Leave administrator role): The ESS LEAVE REQUEST ADMINISTRATOR role is provided to the professional users in each agency who are responsible for troubleshooting and resolving ESS Leave Request errors and issues. This access is only allowed for agencies that have been configured to use the ESS Leave Request Tool. This is a supplemental role to SR3P_DE_T&A_PROC (Decentralized Time and Attendance Processor role).
How do we request the ESS Leave Tool security roles for implementation? One of the items on the ESS Leave Tool Checklist for implementation is for the agency to complete the security spreadsheet and send to the WaTech Support Center.
After the implementation, how can we request on-going ESS Leave Tool roles based on position or responsibilities in our agency? After an agency starts using the ESS Leave Tool, they must continue to provide the information when supervisor and time & attendance processor positions' responsibilities change. These changes must be sent to the OFM Help Desk by the Agency Security Requestor.
Are there specific Employee Self-Service (ESS) Leave rules our agency needs to follow? No, each agency should ensure their business processes and policies fit their individual needs. Please refer to the ‘Decisions and Considerations When Implementing the ESS Leave Tool’ section in the ‘ESS Leave Tool Implementation Strategy’ document.