Employee Self-Service Quick Start Guide

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Employee Self-Service
Quick Start Guide
BUSINESS MADE SIMPLE
2
Employee Self-Service Quick Start
Table of Contents
 Overview
Page 3
 Personal Information
Page 4
North American Benefits
Page 7
 Absence and Attendance
Page 16
 Working Time
Page 19
3
Employee Self-Service Quick Start - Overview
Software
Before using ESS, Adobe Acrobat 8 and
Please note: Depending on the country that ActiveX must be installed.
an Employee resides in, they may not see
all of the links.
What is Employee Self Service?
Employee Self-Service (ESS) is Nortel’s web
portal that enables employees to:
View and maintain personal information such as
your home address and family information
 Request an absence, view your vacation/leave
calendar, or view your time account balances.
 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
following this menu path, C:\Program
Files\Common Files\SAP Shared In here you
can look for the following files:
[email protected] website: provides a single
information source (guidelines and process
information) to help you conduct peoplerelated transactions.
Technical Support: technical issues such as
your browser crashing, errors, or missing
information, you should contact your local IT
Help Desk by submitting a ticket through IT
Express or calling: ESN NT4-HELP Option 3, 4
(800-684-4357 or 514-667-6598)
o OfficeControl.dll
 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.
Employee Support
o PlaceHolder.dll
o AdobeControl.dll
If your need is immediate, Download Adobe
Acrobat Reader or SAP ActiveX for HRE at
Paygo at http://paygo.ca.nortel.com/cgibin/softindex.htm.
The ESS tool is broken down into 4 main areas.
Diagram - 1.0
Accessing ESS?
Useful Information
ESS is found at
https://selfservice.us.nortel.com
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 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.
ESS can be accessed directly from Nortel’s home 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.
Diagram - 1.1
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Employee Self-Service Quick Start - Personal Information
Update Your Personal Data
Important Information
 Click on “update your Personal Data” (See
Diagram 1.2)
It 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 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 missing 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.
 If you see that your Personal Data is
incorrect, click on “Edit” (Diagram 1.3)
 Make the required updates and click
“Review”.
Diagram - 1.2
Steps to view/update Personal
Information:
 Review your changes and click “Save” to
confirm.
 To exit the screen, click on “Previous Step”
or “Exit” and then click “Exit” again to return
to the main menu of “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 is consistent. These are the
main areas that can be updated under Personal
information:
 Update Your Addresses
 Change Family Members/Dependents
 Update Your Personal Data
3. Internal Mobility: In the event of
transfers and country reassignments 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.
Diagram - 1.4
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 Shared Service.
See 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 countries.
Change Family
Members/Dependents
 If 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 - 1.6
 Within this screen you can input your spouse
or child’s first and last name, update their date
of birth and their gender. See Diagram 1.7.
Diagram - 1.7
Diagram - 1.5
 Update information as required and then
click “Review”.
 Review the updates then click “Save”.
 This next screen provides the capability of
updating your spouse or dependent
information. See Diagram 1.6.
 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.
Diagram - 1.8
Employee Self-Service Quick Start - Personal Information
Update Your Addresses
This section will allow you to view or modify the
permanent residence 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.)
 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 information into
these fields.
 Once you click on “Update Your
Addresses” on the main page (Diagram 1.9),
you can view your current permanent address.
Diagram – 2.1
Diagram – 1.9
Click “Edit” to update this information.
 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 Step” and then
“Exit” to return to the main page.
Diagram – 2.0
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7
Employee Self-Service Quick Start – North American Benefits
Please note: This module is required for
North American Employees only.
Overview
All North American, non-union (excepting CAW
and COEU) employees participate in the countryspecific benefits programs which include medical,
dental, vision, and hearing insurance as well as
short-term and long-term disability benefits.
 Annual enrollment - Nortel provides you
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 period.
During this time, HR Shared Services will notify
At Nortel, you will have the opportunity to update
you about the availability of the annual
these benefits in the following situations:
enrollment through e-mail communication and
 New enrollment - Enroll in a benefit plan in
marketing through the Nortel home page.
one of the given situations: hire, rehire,
During the enrollment window, an employee
acquisition, or relocation to another country. If
can enter ESS and modify his or her current
you do not enroll during the pre-determined
options as many times as they want to make
enrollment period, you will receive the default set changes during the annual enrollment period.
of options.
When the period closes, the last 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 not make any
changes within the pre-determined window, you
will retain your current benefit options for the
year.
The following section includes step by
step instructions for:
 New Enrollment
- Canadian Example
- US Example
 Status Change
- Canadian Example
- US Example
 Annual Enrollment
- Canadian Example
- US Example
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 costs 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 www.nortel.com/benefits.
selected by the employee will become his or her
benefits for the coming year.
Diagram 3.3
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Employee Self-Service Quick Start – North American Benefits
New Benefits Enrollment
US Example
 Once in ESS, click on the “Benefits” link on
the main screen or from the second navigation
bar.
 When you are a new employee, 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.
Diagram 3.5
 To continue, you must click on the “Add
Plan” button at the bottom of all the 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 month, 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 www.nortel.com/benefits.
Adding 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 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.
Diagram – 3.7
Diagram 3.6
 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 plan.
 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 www.nortel.com/benefits.
Diagram 3.8
 Review the list and, if it is correct, click on the
"Submit 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 menu by
clicking “Go to Employee Self-Service
homepage”.
9
Employee Self-Service Quick Start – North American Benefits
New Enrollment into Benefits
Canadian Example
 Once in ESS, click on the “Benefits” link on
the main screen or from the second navigation
bar.
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 your pre-tax total and
Section B indicates your post tax cost. See
Diagram 4.0.
 When you are a new employee, you will
receive a link under the benefits section as seen • Click the button beside the option you wish to
in Diagram 3.9.
add to your plan. In this example, we selected
 Click on the “Newly Eligible” link to open your medical plan. See Diagram 4.1.
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 benefits available, please
refer to www.nortel.com/benefits.
Diagram – 4.1
 To continue, you must click on the “Add
Plan” button at the bottom of all the options.
Adding Benefits
Note: The amounts shown under the employer
costs will be added to your Benefits Credits when
the 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 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 www.nortel.com/benefits.
 Once you have selected all your Benefits, click
the “Review Enrollment” button.
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.
Diagram – 4.2
Diagram – 4.0
Diagram – 4.3
 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.
 The system will return a summary of all the
plans, 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 available immediately.
 You can now return to the ESS menu by
clicking “Go to Employee Self-Service
homepage”.
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Employee Self-Service Quick Start – North American Benefits (Cont.)
Updating Your Benefits Data
– Status Change US
Please review benefit plan information on 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 occurred
 If your event will include the addition of a
dependent, related dependent information
including name, date of birth will be needed.
 It is preferred you have ESS access at this
specific time but not necessary.
 For each benefit, click the radio button to
the left of the benefit name, then scroll down
the screen until you see the button labeled
“Edit Plan” or “Add Plan.” You will need to
scroll down this list to see this button at the
bottom of your list of benefit elections. See
Diagram 4.4.
 You will also be required to specifically
identify the dependents you wish to cover.
You must indicate the dependents you will
cover by clicking the box next to their name
so it is checked. See Diagram 4.6.
Please note: Only checked dependents will
be added to this benefit coverage. Make sure
you have clicked on your new dependent at
this time.
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
Diagram – 4.4
employee. This must be completed within 31
days from the specific event date – not from
 Within each benefit, you will choose the plan
the date it is opened or accessed.
and/or coverage level you would like to have.
Updating Status Change on ESS
Go to the Benefits section of ESS and click on
the link for your specific Status Change. This
will be found under “Adjustment Reasons –
Enrollment.”
 For Medical and Dental/Vision/Hearing, after
you elect your plan and coverage level, you will
next click “Select Dependents.” This will take
you to a screen to elect which dependents will be
covered by this plan. See Diagram 4.5.
Diagram – 4.6
 Under the medical election, if you choose to
cover a spouse, a question will be presented to
request spousal access information (US only).
 Click on “Add Plan to Selection” to complete
the election of this specific benefit. Please see
Diagram 4.7.
 Click directly on the event name. If you click
to the right of the event name, an on-line
worksheet will be presented. This may be
helpful if you wish to print a copy of your
enrollment options.
 You have an option to make an election for
each specific benefit presented.
Diagram – 4.7
Diagram – 4.5
 Follow this selection process for all benefits
listed.
Employee Self-Service Quick Start – North American Benefits (Cont.)
 Once you have made all your selections,
scroll down the screen and click on the
button entitled “Review Enrollment.”
 If you are not ready to finalize your elections,
you may choose the button, “Exit.” You will
then have the opportunity to re-elect all
benefits the next time you access this event.
Nothing will be saved.
Diagram – 5.0
Diagram – 4.8
 Review your list of benefits to see which
benefits have been modified and which have
been unchanged.
 If you see an error, scroll down and choose
the button, “Previous Step.”
 If everything looks correct, scroll down and
choose the button, “Submit.” Once you click
“Submit,” your elections are final and no further
edits can be made.
Diagram - 4.9
 After submitting your elections, the next
screen will present five options towards the top
left section of the screen:
 Go to Benefits homepage – will take you to
benefits section of ESS.
 Go to Benefits participation overview – a
section of ESS that will show you your current
coverage elections.
 Go to ESS home page – will take you to the
ESS main screen.
 Print New Plan selections – will allow you to
print a confirmation of your elections. This will
also allow you to save this confirmation
statement as a PDF file. Please note, this will
be your only opportunity to print or save a
confirmation statement.
 Enrollment Survey – This survey is only active
during annual enrollment. At other times,
please disregard.
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Removing a Dependent on ESS
If your life event will include the removal of a
dependent, HR Shared Services will now need
to remove your dependent to complete this
event. This will be accomplished by calling HR
Shared Services. If possible, it is preferred
that the employee completes this event while
on the phone with HR Shared Services. This
will help ensure the information is captured
properly and prevent the need for a follow-up
phone call.
Employee Self-Service Quick Start - North American Annual Benefits Enrollment (continued)
Updating Your Benefits Data Annual Enrollment – US Example
Nortel provides you with a yearly window of
approximately two weeks to change your
benefits options for the coming year. During
the Annual Enrollment period, employees will
have access to the "Annual Enrollment
selection" button on the main Benefits page.
Click on this link to view/change personal
benefits selections for the coming year.
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Selecting Benefits
During annual enrollment, you can adjust any
of your current benefits for the coming year.
For more information on the benefits available,
please refer to www.nortel.com/benefits.
When you enter the system, your current
enrollment selections are shown against each
benefit. See Diagram 5.2.
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 period.
Diagram 5.3
 Click on ‘edit plan”, see Diagram 5.3.
 In this example, the person’s wishes to
increase their life insurance from 2 x their
salary to 3x and adjust the fact that they
have quit smoking.
To Modify Your Benefits Plan
 Once in ESS, click on the “Benefits” link on
the main screen or from the second navigation
bar.
 When you are in an annual enrolment period,
you will receive a link under the benefits section
as seen in Diagram 5.1. Click on the “Annual
enrolment ” link to open your Benefit options.
Diagram - 5.2
Adding Benefits
Diagram 5.1
The following provides a detailed description on
how to adjust a benefit during annual
enrollment. For demonstration purposes, we will
adjust a person’s insurance plan.
 Click on the button beside the benefit you
would like to change.
Diagram – 5.4
Employee Self-Service Quick Start - North American Annual Benefits Enrollment (continued)
Updating Your Benefits Data Annual Enrollment – US Example
cont’d
 The system returns with a note that your
Benefit selections have been saved. These
selections will be sent to HR Shared Services
for processing.
 When you have completed the change,
click on “add plan to selection”. See
Diagram 5.5.
 You can now return to the Employee SelfService menu by clicking on "Go to Employee
Self-Service homepage".
Diagram 5.6
 The system will return a summary of all the
plans, the current cost per month, and whether
you added or changed a Benefit plan.
Diagram - 5.5
 Complete all of your changes and when you
are done, click on “review enrollment”.
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 Review the list and, if it is correct, click on the
"Submit Final Selections" button. See Diagram
5.7. The system returns with note that your plan
selections have been saved. A PDF of your
Benefit Confirmation Statement will be available
immediately.
Please note: All employees who opt to enroll
their Spouse or Domestic Partner in Nortelsponsored medical benefits are required to
complete the Spousal Attestation during each
annual enrollment period. The Spousal
Attestation is contained within the Select
Dependents screen in the medical benefit
option. See Diagram 5.6.
Diagram 5.7
Employee Self-Service Quick Start – North American Annual Benefits Enrollment (continued)
Updating Your Benefits Data Annual Enrollment – Canadian
Example
Nortel provides you with a yearly window of
approximately two weeks to change your
benefits options for the coming year. During
the Annual Enrollment period, employees will
have access to the "Annual Enrollment
selection" button on the main Benefits page.
 Click on this link to view/change personal
benefits selections for the coming year.
Selecting Benefits
Adding Benefits
During annual enrollment, you can adjust any
of your current benefits for the coming year.
For more information on the benefits available,
please refer to www.nortel.com/benefits.
The following provides a detailed description on
how to adjust a benefit during annual
enrollment. For demonstration purposes, we will
adjust a person’s insurance plan.
When you enter the system, your current
enrollment selections are shown against each
benefit and your current flex benefits. See
Diagram 5.9.
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 period.
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 your pre-tax total and Section B
indicates your post tax cost.
To Modify Your Benefits Plan
A negative amount in section A indicates a
credit to the employee that can then be
directed to HCRA or taken as taxable pay.
Once in ESS, click on the “Benefits” link on
the main screen or from the second navigation
bar.
 When you are in an annual enrolment
period, you will receive a link under the
benefits section as seen in Diagram 5.8.
 Click on the “Annual enrolment ” link to
open your Benefit options.
14
 Click on the button beside the benefit you
will to change. See Diagram 6.0.
Diagram – 6.0
 Click on ‘edit plan”, see Diagram 6.1.
Diagram – 5.9
Diagram 5.8
Diagram 6.1
Employee Self-Service Quick Start – North American Benefits (Cont.)
Updating Your Benefits Data Annual Enrollment – Canadian
Example cont’d
 In this example, the person’s wishes to
increase their life insurance from 1 x their
salary to 4x and adjust the fact that they have
quit smoking. See Diagram 6.2.
15
 You can then make all your other Benefit
changes. When you have completed your
selections, click on “Review Enrollment” See
Diagram 6.4.
Diagram 6.5
Diagram 6.2
Diagram 6.4
 When you have completed the change, click
on “add plan to selection”. See Diagram 6.3.
 The system will return a summary of all the
plans, the current cost per month, and whether
you added or changed a Benefit plan.
 Review the list and, if it is correct, click on
the "Submit Final Selections" button. The
system returns with note that our plan
selections have been saved. A PDF of your
Benefit Confirmation Statement will be
available immediately. See Diagram 6.5.
Diagram 6.3
Employee Self-Service Quick Start - Absence and Attendance
For employees located in France and
Germany please continue to use current
absence tracking tool.
Overview
Traditionally, Nortel has used a variety of
methods and tools to track absences such as
vacation (holiday/annual leave), sick days,
bereavement, jury duty, and other absences.
With Employee Self-Service, Nortel is now
standardizing on a method of recording,
tracking, and approving casual absences. With
Employee Self-Service, you will now view your
time account balances and your team's
calendar of absences online.
You will be required to submit an
online request for an absence that must be
approved by your Manager. You are
accountable and responsible for ensuring that
you request an absence using Employee SelfService and that you have your Manager's
approval. Tracking absences electronically and
in one system allows Nortel to report its
financial liability and ensures compliance with
all country-specific and Generally Accepted
Accounting Principles (GAAP) related
legislation.
Absences at Nortel
Due to extensive regional differentiation
concerning absences and absence policies, it is
difficult to provide a generic definition for
‘absences' in Nortel today. Some absences
recognized by Nortel can be tracked and
requested using ESS whereas some absences
(such as Short-Term Disability or an unpaid
leave) require HR Shared Services involvement to
process and handle.
It is recommended that when you have
identified the need for an absence, you should
enter ESS to determine if this type of absence
is specified in the drop-down menu for your
country. If the type of absence is available,
you can process the absence request using
ESS. If the absence is not available, you
should contact your Manager or contact HR
Shared Services for assistance in processing
the absence.
16
If you have concerns about your schedule or
vacation balance, please contact your Manager
for review.
Key Time Management Concepts
In order to assist you in using Employee SelfService for time management, it is important to
explain how time is captured and reported in
the system.
The system actually tracks your time in hours
so you will be able to see your time account
balances in hours using ESS. Each employee in
Nortel is pre-assigned a work schedule that
defines his or her pattern of work such as 5
days multiplied by 7.5 hours per day or 4 days
multiplied by 10 hours per day.
There are many different work schedules in
Nortel and it varies with country location, union
rules, work function, and other criteria. Your
Manager validates the work schedule for each
employee to ensure that the correct schedule is
applied. Using this work schedule and your
current vacation (holiday/annual leave)
entitlement, the system calculates your balance.
Please note, the system does recognize and
manage carry-forward vacation from year to
year based on Nortel's country-specific policies
concerning carry-forward vacation. Similarly,
your vacation (holiday/annual leave)
entitlement is per your country-specific, union
or other applicable rules.
Employees are encouraged to familiarize
themselves with absence policies specific to
their country/region. Regional policies and
procedures can be found on [email protected]
Employee Self-Service Quick Start - Absence and Attendance
17
Requesting An Absence
Requesting and receiving approval from your
Manager for absences using ESS is now a
global, standard practice in Nortel. Your
Manager reviews the absence request in
Manager Self-Service (MSS) and approves or
rejects it. You can monitor the status of your
absence request in ESS.
For any planned absence, you are responsible
for requesting an absence and getting
approval before the absence is taken.
In case of an absence like sickness, when an
advance request may not be possible, you
should request the absence retroactively as
soon as you return to work to ensure the
absence is properly recorded.
When requesting your absence in ESS, you
make your request in days, and using your
work schedule, the system automatically
calculates the correct number of hours
required. If the request is for a quota-based
(accrual) absence like vacation
(holiday/annual leave) then your quota
balance in the appropriate time account will be
adjusted automatically. If the request is for
less than one day then enter the required
number of hours in the “Duration” field. Please
follow local policy regarding absences of less
than one day.
ESS and MSS are the only tools for requesting,
tracking, and managing absences.
 Once in ESS, click on the “Request Absence
or Leave” tab under the Quick Links section.
Click on the “Request Absence or Leave” link to
request an absence.
 The first step is to select the type of
absence you are requesting. Click on the
“Type of Leave” drop down menu to view
your options.
The available absence choices in this drop
down menu are country specific. If you do
not find the type of absence you are
requesting in this menu then the absence
requires HR Shared Services’ assistance to
process. From the list provided, select the
absence type you are requesting (see
Diagram 6.7).
Diagram – 6.6
 If the absence is for less than a day, you should
use the same date for the start and end date and
place the exact hours in the “Duration” field
otherwise the hours will be calculated for you by
the system.
 For all absences requested using ESS, your
Manager must approve the absence. The
“Approver” field identifies the name of the
approving manager. When sending this request to
your Manager, you may wish to add some
comments or details concerning the request.
Once you have filled in the request for absence
information, you must click the “Review” button
or the request will not be processed. When you
click the “Review” button, the system will return a
summary of your requested absence. Note: On
the process flow at the top, the gold button has
now moved to the “Review and Send” box
indicating that you must now review the request
for accuracy.
Diagram – 6.7
 Specify the date you wish to start your
absence as well as the end date. The system
automatically assumes you are taking all the
working days off in between the start and
end date.
Diagram – 6.8
18
Employee Self-Service Quick Start - Absence and Attendance (Cont.)
Requesting An Absence (Cont.)
 If the information is correct, you must click
the “Send” button or the request will not be
sent to your manager for approval. If it is not
correct, you can cancel or return to the
previous screen to correct the request.
 Once you click “Send” the system processes
the request and returns with this screen. Notice
that the work flow is now showing a gold box
over the “Completed” box which indicates the
request has been processed. In addition, there
is a comment stating the request has been
sent.
 Click on “Show Time Accounts” button to
determine how much vacation time you have
left or to view all time accounts. See Diagram
6.9.
 By clicking on the “Show Overview of Leave”
button, you can monitor the status of your
absence requests.
 Click on “Show Overview of Leave” to view
a list of your absence requests and to view the
status of each request.
 From this screen, you can see a summary of
your requests and the current status. When
your Manager approves a request then the
status will change from “Sent” to “Approved”.
If your Manager rejects the request, then the
status will show “Rejected”.
 At any time, you can change or delete an
existing absence request using the “Change”
or “Delete” buttons. From the table above the
buttons, select the absence you want to
change or delete and then click the
appropriate button at the bottom of the
screen. See Diagram 7.0.
 After you have processed the absence
request, the system allows you to process
another absence request. Go back to the main
menu for “Request an Absence or Leave” or go
right back to the ESS Main Menu.
Diagram – 6.9
View My Time Account Balances
For quota-based leaves such as vacation, ESS
has to track and store your current annual time
balances. You can view this data at any time
using ESS. To help you plan your absences, use
the Team calendar to view the planned
absences of the rest of your team.
Checking Status of Absence
Request
 Click on the ESS tab in the first navigation
bar.
 You must enter the “Absence and Attendance”
screen to view your Time Account balances.
You can enter the screen by clicking on this tab
in the second navigation bar.
 From this screen, you have two ways of
accessing the “Request Absence or Leave”
screen. You can either click on “Absence and
Attendance” on the second navigation bar.
Alternatively, you can click on the “Absence and
Attendance” link in the Main Menu. Note: There
is a direct link to the “Request Absence or
Leave” screen in the Quick Links section. You
can use this link when you become more
familiar with navigating in ESS.
 From this screen, click on the “Request
Absence or Leave” link.
 At any time, you can view the status of your
absence request from this option.
 To view Time Account Balances and Calendar,
click on the ESS tab in the first navigation bar.
Diagram – 7.0
Employee Self-Service Quick Start - Working Time
This is required training for Ireland and
UK Employees. For employees located in
Monkstown Union Employees, continue
using the current process. For all other
Nortel employees. This training is not
required.
Overview
Working Time is the attendance time recorded
by you in Employee Self-Service and approved
by your manager. Employee Self-Service
provides you with an online system to record
and submit your Working Time for approval.
Managers, using Manager Self-Service, can
then approve or reject your submission but
they cannot make adjustments.
Working time: The total amount of time
spent working by the employee. It is a
combination of recorded attendance and
absence time. Working time is currently
tracked in Employee Self-Service for the UK
and Ireland.
Employee Self-Service facilitates Nortel's
compliance with the European Union's
Working Time Directive requiring the recording
and reporting of Working Time for applicable
European countries.
Record: The act of saving Working Time in
Employee Self-Service which is performed on a
daily basis.
Submit: The act of sending recorded Working
Time to a Manager for approval which is
performed as required (usually weekly).
Key Assumptions
The Working Time process covers only specific
groups within Nortel that require time tracking
in accordance with country-specific legislation
You record your daily Working Time in
Employee Self-Service and submit it according
to a predefined schedule created by the
business
You record your Working Time as the number
of hours for each day (for example, 7.5 hours)
Managers cannot change/update your
attendance time but they can approve or
reject the attendance hours
If a Manager rejects submitted Working Time,
the employee must resubmit the corrected
time
You book time against the relevant attendance
types available in your country; currently
these include: standard schedule, outside of
standard, receiving training, and deliver
training.
Entering Working Time
Using Employee Self-Service, you enter your
Working Time. After you save and submit your
time, your Manager will review your time entry
and approve or reject it. If your Manager
rejects it, you must change your time entry and
resubmit it for approval. After approval, your
hours are added to the HR Time Management
module in SAP.
19
20
Employee Self-Service Quick Start - Working Time
Recording and Submitting
Working Time
 While it is preferred to request absences
ahead of time using the “Absence Request”
process, it is possible to choose an absence
while recording your weekly hours. In either
case, the Manager will be approving the
time.
 To enter your working time, click on the
“Record Working Time” quick link on the ESS
main page. See Diagram 7.1.
Diagram 7.2
Diagram 7.1
 The guide at the top of the screen will
monitor your progress through the steps of
updating your working time.
You must put your working time hours
against one of the following options in the
drop down menu:
 Select “Regular Daily Hours Work” from
the drop down menu. You can now enter
your hours worked per day. Normally, this
would be the hours per your standard work
schedule.
 Once you have entered all your time for a
particular category, you then select the
next type of time you would like to enter if
required. See Diagram 7.3.
 Hours worked outside of standard
 Regular daily house worked
Training delivered or
Training Received.
 Each time you enter the page, the current
three months of your calendar will be visible.
You can record your Working Time in the area
at the bottom in either a weekly view or daily
view.
 Enter the desired time period by using the
calendar start and end dates or by clicking on
the left and right arrows to scroll a week at a
time. Note: The system indicates the planned
hours based on your work schedule.
 When entering working time, you must
select the type of time first. You have several
selections to choose from in the drop down
menu. See Diagram 7.2.
Diagram 7.3
21
Employee Self-Service Quick Start - Working Time
 Once you enter all working time for the week,
click on the “Review” button at the bottom of
the screen. This is an important step as the
information will not be saved if you do not click
on this button.
 After you click the “Review” button, the
system will provide you with a summary of your
working time for the time period you have
entered. Record and save your time daily or
weekly. The actual submission of this saved
time for approval is based on your agreement
with your Manager or per the rules of your
business. If the entries are correct, you click
the “Save” button (see Diagram 7.4).
Alternatively, if there are errors, you can return
to the previous step by clicking on the
“Previous Step” button.
 The system will provide you with the one last
opportunity to validate your submission. If the
submission is correct, then click the “Save”
button at the bottom of the screen to release
your working time. You can correct an error to
your time but you must choose chancel and go
back to the “Record Working Time” to correct
the mistake.
Diagram 7.5
 The screen now shows all your not released
working time that you have recorded. You have
the option of sending one, many or all of your
time entries to you manager. Use the “Select
All” button to highlight all time entries for
submission. Alternatively, hold down the CTRL
button and click on the box to the left of each
row that you wish to highlight for submission.
 When you select all, the submission boxes
turn to yellow signaling that you have selected
these entries for release. See Diagram 7.6.
You then click on the “Review” button to
confirm your selection.
 You can now go back and enter other working
time, or back to the main Homepage for
Working Time. Click on “Go to Homepage for
Working time”.
Monitoring Working Time Approval
 Red - Rejected working time requests will
show up in your calendar in red (these will need
to be corrected and resubmitted.)
 Yellow - Time you recorded but not yet
released for Manager approval
 Green - recorded more time on a particular day
than was expected according to your work
schedule.
Diagram 7.4
 After clicking on the “Save” button, the
system will return with the message that your
data has been saved. You must still submit your
recorded working time to your Manager for
approval by clicking on “Release Working
Times”. See Diagram 7.5.
 The system, returns with the message that
you have released your working time to your
one level above manager for approval. At this
point, your working time will be sent
electronically to your Manager’s inbox in MSS
for review and approval. The Manager can
approve or reject your working time so you
should monitor the status of your submissions.
Diagram 7.6
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