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ESS Menu Options by ESS Role

ESS Menu Options by ESS Role

Owned by Michelle Drewes
Last updated: Mar 25, 2025 by Pat Zelei
7 min read

Users may be assigned one or more roles in ESS. All users by default will be assigned the ‘User’ role. Click here for 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.

User Role

Video Demonstration

Listed below are the menu options available for a user with User role

  1. Home

    1. User Profile: ESS user specific information including roles assigned, default start/end leave time, ability to opt out of emails, etc.

    2. Forgot Password; user may reset a forgotten password

    3. View Announcements; ability to view announcements posted to the ESS Announcement panel

    4. View Custom Links: ability to view custom links posted to the ESS Custom Links panel

  2. Employee Profile: Displays the employee’s biographical data from USPS

    1. Create New Data Change Request

  3. Position Details: Displays the employee’s position data from USPS

  4. View/Print Payslip: Stores the employee’s payslip information from USPS

  5. View/Print W2: Stores the employee’s W2s from USPS

  6. Leave Information: Displays employee’s leave balances from USPS

  7. Leave Requests: menu available to create new leave requests and view existing leave requests

    1. Create Leave Request

    2. My Leave Requests

  8. My Leave Calendar; displays the employee’s leave requests via calendar format

  9. My Timesheets: If the employee is a timesheet employee, allows employee to create new timesheets or view existing timesheets

  10. Help: includes current information on application version and links to the ESS documentation

Admin Role

Full access to all menu options of ESS. NOTE: Careful consideration should be given when granting admin role to a district user.

District Manager Role

Full access to all menu options of ESS with the exception of creating, editing or deleting users with Admin role.

Announcement Board Manager

Additional access to the Announcement Manager menu option which includes the ability to create/post announcements that will appear on the Home screen.

Leave Manager Role

Video Demonstration

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:

  • Access to the entire Leave Management menu

  • Access to 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

Leave 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.

Leave Calendar Roles

Video Demonstration

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: 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: Use ‘Filters’ to view staff leave requests on one or more district department codes and/or leave request types. Example User: Food Service Director

  • Leave Calendar by District Building: Use ‘Filters’ to view staff leave requests on one or more district building codes and/or leave request types. Example User: Superintendent

  • Leave Calendar by Pay Group: Use ‘Filters’ to view staff leave requests one or more district pay groups and/or leave request types. Example User: Transportation Director

  • Leave Calendar for District Staff: By default, the calendar displays all staff leave requests. Selectimage-20241107-154945.pngto filter one or more leave request types and/or employees in order to display only those leave requests that match your filtered data.

Leave Request Approver Role

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/reject their staff’s leave requests

Leave Supervisor for Staff Role

Listed 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 the following Leave Requests options

  • Access to Leave Calendars>Supervisor Leave Calendar: Allows supervisors the ability to view all initiated, approved and exported leave requests for their staff.

Data Change Manager

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.

Substitute Coordinator Roles

Listed below are the available Substitute Coordinator roles. All substitute coordinator roles will have access to the Sub Coordinator menu and Leave Requests>View District Leave option.

  • Substitute Coordinator: Allows access to the Sub Coordinator menu to enter substitute information on all submitted leave requests where the substitute needed is selected. This role also grants access to Leave Requests > View District Leave.

  • Substitute Coordinator - Read only: Allows access to the Sub Coordinator menu with Read-Only access to view all submitted leave requests where the substitute needed is selected. This role also grants access to Leave Requests > View District Leave.

  • Substitute Coordinator by Building - Allows access to the Sub Coordinator menu to view or edit Leave Requests with the same Building as their position. Email notification will be received if their building code matches the Leave Request’s building code.

  • Substitute Coordinator by Building - Read only - Allows read only access to the Sub Coordinator menu to view Leave Requests with the same Building as their position.

  • Substitute Coordinator by Department Code - Allows access to the Sub Coordinator menu to view or edit Leave Requests with the same Department Code as their position. Email notification will be received if their department code matches the Leave Request’s department code.

  • Substitute Coordinator by Pay Group -Allows access to the Sub Coordinator menu to view or edit Leave Requests with the same Pay Group as their position. Email notification will be received if their Pay Group matches the Leave Request’s Pay Group.

Timesheet 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

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.

Timesheet Manager

Listed below are the additional menu options available for a user with the Timesheet Manager role:

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.

Custom Links Manager

Ability to include web links that will appear on the Home Screen (i.e. district website, etc)

Metrics API

Intended for ITC staff who need to retrieve metrics via the rest API for their own internal monitoring.

 

 

 

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