This guide describes the steps to create/set up an instance for a district new to Employee Self Service. This page assumes no dependency on Kiosk for any processes.
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The following are recommendations post-installation.
USPS
In USPS, please verify the following:
In Core>Codes, you will need to ensure Building Code Types' Building IRN contains a valid IRN for each building they wish to filter on in ESS. If there are obsolete building codes, those can be ignored and not updated.
If you have districts that never updated SSNs to EMPIDs in Classic (prior to migrating to USPS-R), you have the ability to mass load them in USPS. Please click here for further details.
If your district intends to use Timesheets in ESS, the ‘Timesheet Required' checkbox must be enabled if the employee’s position is a timesheet position. Also ensure the timesheet position has a supervisor assigned to it. Please refer to USPS Mass Load chapter for details on how to mass load these fields
ESS
Ensure the following is reviewed/set up under System>Configuration:
Application Configuration: Ensure the instance type ‘Production’ is selected as well as both ‘External Notification enabled' and User Job Execution Enabled are both selected.
ESS Functionality Configuration: Ensure the district’s desired functionality options are selected. NOTE: These changes made will not take full effect until the page is refreshed
Email Configuration: If the district is using Leave Request in ESS, the email configuration must be configured in order for users, approvers and other roles to receive email notifications.
Employee Profile: If the district would prefer to hide specific fields from displaying under the Employee Profile record, deselect the fields they do not wish to display.
Forgot Password Configuration: Change default settings if desired. NOTE: Affects local authentication only
Job Status Configuration: Determines the employee’s positions displayed in various areas of the application.
Leave Balance Details: If the district would prefer to hide specific fields from displaying under Leave Information, deselect the fields they do not wish to display.
Leave Expenses Configuration: If district is using Professional Leave Requests and would prefer to hide specific fields from displaying under Leave Expenses area on the form, deselect the fields they do not wish to display.
Leave Time Configuration: If district is using Leave Requests in ESS, ensure the leave time configuration aligns with the district’s preferences.
Leave Type Configuration: If the district is using Leave Requests in ESS, ensure the leave type configuration aligns with the district’s preferences.
Password Expiration Configuration: Ensure the password expiration configuration aligns with the district’s preferences.
Payslip Configuration: If payslips are enabled, by default all USPS payslips, including archived (classic) USPS payslips will be included. If district does not wish to include archived payslips, deselect 'include archived payslips”.
Position Details Configuration: If district would prefer to hide specific fields from displaying under Position Details record, deselect the fields they do not wish to display.
Registration Configuration: If ALL users authenticates externally (i.e. Active Directory), ensure this flag is selected.
Ensure the following is reviewed/set up under the System menu
Organization: Enter the district’s organization information.
Test Connection: Testing the connection between ESS, USPS and Workflows is part of the post-installation procedures from the /wiki/spaces/rtd/pages/333283367. Please ensure the connections are successful.Test Email: (optional) Used to send a test email to an ESS user to ensure email notifications work for their leave request submissions/approvals. The System>Configuration>Email Configured must be set up prior to using this option.
ESS user accounts must be created. You have two ways (or a combo of the two) of handling this:
Recommended: Require most users self register, especially those who do not need additional roles. It will create their ESS User account (automatically pulling their USPS info and assigning the default User role.) NOTE: In order to self register, each user must be notified ahead of time of the district’s username format (i.e. first initial last name) and the user’s USPS employee number.
NOTE: If your district uses External Authentication, please ensure your ESS username matches your External Authentication username and ensure the ‘externally authenticated’ box is selected during self-register process.
NOTE: For those that do not use External Authentication, self register process includes creating your own permanent password for ESS.
NOTE: If the user needs additional ESS roles assigned to their account, the ITC (or district user in charge of maintaining user accounts) will need to add the additional roles (either manually via User grid or via System>Mass Load).
ITC (or district staff in charge of maintaining user accounts) can create all user accounts prior to making ESS available publicly to the district. (Local, 2FA or Ext. Auth ESS user accounts can be added manually via User menu or a CSV spreadsheet is recommended to mass load users via System>Mass Load. Please refer to the User Import Criteria in the Mass Load documentation for CSV format requirements. Once the user accounts are created, an additional step must be completed to create temporary passwords for local and 2FA users. Temporary Passwords can be created by:
User creating the temporary password via 'forgot password link on the Login page. Forgot Password will then allow them to establish a permanent password.
Bulk Reset Passwords option from User grid. Please refer User chapter in the documentation on how to bulk reset passwords.
System>USPS Data Sync: Once user accounts are established, run the Position and Leave Syncs and ensure they complete successfully. NOTE: when syncing positions, it will automatically sync employee data as well.
Set up Groups/Group Chains
Recommendation: Supervisor….
NOTE: Supervisor must be in USPS Position record and supervisor must have ESS account (with Leave Approval Role and Supervisosr for Staff role)
If using Leave Request Approval Workflows in ESS, email configuration needs to be setup in order for users to receive email notifications regarding leave request submittals and approvals. NOTE: It will use the email address listed in the user’s User record.
System>Configuration>Email Configuration: Configuration menu to enable email notifications
System>Test Email: May be used to send a test email to an ESS user to ensure email notifications work for their leave request submissions/approvals
System>Configuration>Leave Request Workflow Configuration: May be used to customize the verbiage on the default emails sent during the leave request workflow approval processIf the district is using Leave Requests (and/or Timesheets) in ESS, under the User menu, Groups and then Group Chains must be created for the leave request/timesheet to flow through a workflow approval process. Please refer to the User chapter for more information about Groups and Group Chains.
Further information on ESS roles is provided in the User guide on Kiosk/ESS Role Crosswalk as well as a guide to the ESS Menu Options available by Role.
Further information on ESS/Absence Management Integration
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Timesheets:
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USPS
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