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Users may be assigned one or more roles in ESS. All users by default will be assigned the ‘User’ role. Click herefor a grid view of the available Roles in ESS, their Kiosk counterpart, definition and an example of a district employee who may have the role.
Listed below is an overview of the ESS menu options available to a user based on their role(s) with hyperlinks to the specific chapter or area in the ESS user guide that explains the option in more detail.
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User Role
Listed below are the menu options available for a user with User role .
Home
Change Password
Announcement Board
View Custom Links
- Employee Profile
: ESS user specific information including roles assigned, default start/end leave time, ability to opt out of emails, etc.
Forgot Password; user may reset a forgotten password
View Announcements; ability to view announcements posted to the ESS Announcement panel
View Custom Links: ability to view custom links posted to the ESS Custom Links panel
Employee Profile: Displays the employee’s biographical data from USPS
Create New Data Change Request
Position Details: Displays the employee’s position data from USPS
View/Print Payslip: Stores the employee’s payslip information from USPS
View/Print W2: Stores the employee’s W2s from USPS
Leave Information: Displays employee’s leave balances from USPS
Leave Requests: menu available to create new leave requests and view existing leave requests
My Leave Calendar; displays the employee’s leave requests via calendar format
My TimesheetsHelp: If the employee is a timesheet employee, allows employee to create new timesheets or view existing timesheets
/wiki/spaces/ESSD/pages/399015946: includes current information on application version and links to the ESS documentation
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Admin Role
Full access to all functions menu options of ESS. NOTE: Careful consideration should be given when granting admin role to a district user.
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District Manager Role
Access Full access to all functions menu options of ESS with the exception of creating, editing or deleting users with Admin role.
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Announcement Board Manager
Access Additional access to the Announcement Manager menu option that which includes the ability to create/post announcements that will appear on the Home screen.
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Leave Manager Role
Listed below are the additional menu options available for a user with the Leave Manager role:
Home screen’s Pending Workflows Tasks grid - Resend Leave Request Data area. This area will only ever include leave requests that failed to complete somewhere in the workflow process (usually due to technical issues… i.e., if a leave requests is processing final approval and ESS system goes down). The workflow for this leave request will be halted and will require manual intervention from the Leave Manager to re-send the data to the next step of the workflow process.
Access to the following Leave Request menu options:
Elevated Create Leave Requests: Allows user to create a leave request for another ESS user in their district
Export Leave Requests
: Allows users the ability to view detailed leave requests for anyone in the district
Access to the entire Leave Management menu
Access to AESOP Integration’s the following Absence Management (AESOP Integration) menu options:
Data Import View: Contains the absence data pulled from Frontline Absence Management (AESOP) and stored in various grids (tabs).
Synced Absence Management Data: Contains a grid of the details from the Absence Management Data Sync options
Access to Batch Job: Grid of ESS scheduled or manually run batch jobs
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Leave Approval Workflow Manager
Listed below are the additional menu options available for a user with the Leave Approval Workflow Manager:
Access to the following Users menu options:
Groups: Users within the ESS system who are responsible for approving and/or receiving notification of a leave request.
Group Chains: defines the leave approval workflow by linking selected (approver) Groups with specified employees, groups, departments, etc. that are included in the workflow.
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Leave Calendar Roles
Listed below are the available Leave Calendar roles. All leave calendar roles will display the additional ‘District Leave Calendar’ option under the Leave Calendars menu.
Leave Calendar By Building: Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests within the same building(s) as your position(s). Example User: Building Principals/Secretaries
Leave Calendar by Department Code: Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests within the same department code(s) as your position(s).on one or more district department codes and/or leave request types. Example User: Food Service Director
Leave Calendar by District Building: Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests for all buildings within district.on one or more district building codes and/or leave request types. Example User: Superintendent
Leave Calendar by Pay Group: Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests within the same pay group(s) as your position(s).one or more district pay groups and/or leave request types. Example User: Transportation Director
Leave Calendar for District Staff: Access to Leave Calendars>District Leave Calendar. Use ‘Filters’ to view staff leave requests for selected employees By default, the calendar displays all staff leave requests. Select
to filter one or more leave request types and/or employees in order to display only those leave requests that match your filtered data.
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Leave Request Approver Role
Allows user to view and approve their staff’s leave requests.Listed below are the additional menu options available for a user with the Leave Request Approver role:
If a Kiosk user was included as a Group Member as an approver in Kiosk, this role is automatically granted in ESS after conversion. Otherwise if a Kiosk user was able to approve their staff’s leave due to being listed in the Supervisor field of their staff’s USPS Position record, the Leave Request Approver role must be added to their ESS User record either manually or via a spreadsheet update to their existing role.
Access via Home screen’s Pending Workflows Tasks grid - the Leave Request Approval area in order to view/approve/reject their staff’s leave requests
Access to Leave Request Approval menu option to view/approve staff /reject their staff’s leave requests
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Leave Supervisor for Staff Role
Allows user to view (only) their staff’s leave requestsListed below are the additional menu options available for a user with the Leave Supervisor for Staff role. NOTE: This role does not provide the ability to approve leave… user must have the Leave Request Approver role to approve leave.
Access to Leave Requests>View Supervised Leavethe following Leave Requests options
View Supervised Leave: Allows supervisors ability to view their staff’s detailed leave request information
Supervised Leave Analysis: Provides leave information balances as well as leave request details for a supervisor’s staff.
Elevated Create Leave Requests: Allows user to create a leave request for ESS users they supervise.
Access to Leave Calendars>Supervisor Calendars>Supervisor Leave Calendar: Allows supervisors the ability to view all initiated, approved and exported leave requests for their staff.
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Data Change Manager
Allows user to maintain employees' data change requests and post changes to USPS
Access to Data Change Management menu option which allows data change manager the ability to view, approve or reject district employees data change requests made on their employee profile record in ESS.
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Substitute Coordinator Roles
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Listed below are the available Substitute Coordinator roles. All substitute coordinator roles will have access to the Sub Coordinator menu
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and Leave Requests>View District Leave option.
Substitute Coordinator: ability to enter substitute information for on any submitted leave request where substitute needed is checkmarked. The role also grants read-only access to Leave Requests>View District Leaveselected.
Substitute Coordinator - Read only Role: Read-only access to Sub Coordinator menu option for all submitted leave requests : ability to view (only) any submitted leave request where substitute needed is checkmarked. The role also grants read-only access to Leave Requests>View District Leaveselected.
NOTE: The following roles are yet to be determined in ESS:currently not in use: ESS-990
Substitute Coordinator by Building
Substitute Coordinator by Building - Read only
Substitute Coordinator by Department Code
Substitute Coordinator by Pay Group
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Timesheet
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Will be documented soon.
Timesheet Approver
Timesheet Manager
Timesheet Supervisor for Staff
Whitelist Manager
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Approver
Listed below are the additional menu options available for a user with the Timesheet Approver role:
Access via Home screen’s Pending Workflows Tasks grid - the Timesheet Approval area in order to view/approve/reject their staff’s timesheets
Access to Timesheet Approval menu option to view/approve/reject their staff’s timesheets
Access to Timesheets>Supervisor Timesheet to view (only) their staff’s timesheets
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Timesheet Approval Workflow Manager
Listed below are the additional menu options available for a user with the Timesheets Approval Workflow Manager:
Access to the following Users menu options:
Groups: Users within the ESS system who are responsible for approving and/or receiving notification of a Timesheet.
Group Chains: defines the timesheet approval workflow by linking selected (approver) Groups with specified employees, groups, departments, etc. that are included in the workflow.
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Timesheet Manager
Listed below are the additional menu options available for a user with the Timesheet Manager role:
Access to the following Timesheets menu options:
Supervisor Timesheet: Allows ability to view their staff’s timesheet information.
District Timesheet: Allows ability to view timesheets for anyone in the district
Timesheet Export: Allows ability to export timesheets with a status of ‘approved’ in order to post timesheet information into USPS.
Timesheet Overview Report: Ability to generate a CSV file of employees timesheets
Access to the entire Timesheet Manager menu
Access to Batch Job
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Whitelist Manager
Ability to manage trusted websites that display on the custom links area of the Home screen. If a website has been whitelisted, they will be directed to the new site on click; whereas a URL that is not whitelisted, a dialog will appear to warn the user they are navigating to a new site.
Access to the Manage Whitelist option under the Custom Links menu
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Custom Links Manager
Users with Custom Link Manager Role have the ability Ability to include web links that will appear on the Home Screen (i.e. district website, etc)
Access to the Manage Custom Links option is under the Custom Links menu
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Metrics API
Will be documented soonIntended for ITC staff who need to retrieve metrics via the rest API for their own internal monitoring.