KaiZenHRWeb ESS User Guide

7-ELEVEN MALAYSIA SDN BHD

KaiZenHR
Web Employee Self Service (ESS)

User Guide

Terms & Conditions of Usage

ESS module is provided for the ease of all staff. Please provide correct data or updates and also to provide necessary documents to support updates on birth, death, qualifications, mc and so forth so that HR can approve the transactions.

You are to ensure that you do not misuse the facilities provided for you. Please do not play around with the data provided in your profile or update with nonsensical data. The Management will not hesitate to take action as you will be wasting company’s time and effort in filtering out the unusable data.

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KaiZenHRWeb ESS User Guide

Table of ContentsPage no

1.0 / Login Employee Self Service (ESS) / 1
2.0 / Web Employee Self Service (ESS) Homepage / 2
3.0 / Personal Information Module
3.1 / To view Personal Information / 3
3.2 / To update Personal Information / 4-5
4.0 / Time & Leave Module
4.1 / To view Your Leave Balances / 5
4.2 / To Submit a Leave Application / 6-7
4.3 / To view Your Leave Transactions / 7
4.4 / To Cancel Your Leave Application / 7-8
4.5 / To Apply Leave For Subordinate / Manager on behalf / 8
5.0 / Payroll Module
5.1 / To view Your Bank Crediting Instruction / 9
5.2 / To view Your Payroll Summary Information / 9
5.3 / To view Your Payroll Statutory Information / 10
5.4 / To view Your Payroll Payout Information & Pay Slip / 10

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KaiZenHRWeb ESS User Guide

1.0 Login SEM Web Employee Self Service (ESS)

To login into SEM Web ESS, the staff requiresa user Id and password that is issued from HRdepartment.

Note:

  • For users who are located outside Head Office (HO), a Virtual Private Network(VPN) access is required from IT Special Project department.
  • Currently, all the Regional Offices and Operations Managers already have the VPN access. Kindly ensure that the VPN is logged in/enabled before logging into WebESS for the externalusers. After which, you can logged into the WebESS with the folllowing steps:-
  1. Launch Internet Explorer Browser and enter into address bar.
  2. Enter the user ID and password. Select“LIVE” for Database. Click “Login”button to log into Web ESS.
  3. Changing password is mandatory if you login for the first time or your password has been reset (by request).
  4. Enter the Old password (password provided by HR)
  5. Enter the New password
    Note:
  • New password must in alpha-numeric combination (e.g. abc123, 123abc)
  • Password must at least 6 characters in length.
  • No repeated character or number allowed consecutively. (e.g. aabb11,abc11)
  • No illegal characters allowed (e.g. #,$,%,@,/,\,*,etc)
  • Re-enter the new password in the Confirm Password
  • Click “Submit”button to complete.
  1. Click “Click” to go to the ESS homepage.

2.0 Web Employee Self Service (ESS) Homepage

If KaiZenHR web ESS is login successfully, the browser will go to the Homepage. The Web ESS homepage will display as follows:-

  1. Web Employee Self Service Menu.
    The Web ESS menu will display the menu items that can be accessed.
  2. Information & Navigation Bar

    The information & Navigation Bar will consist of the following: -
    Your name will be displayed here.
    Home – Click on this icon to return to this page from any other page.
    Reload – Click on this icon to reload the current page you are viewing.
    Change Password – Click on this icon to change your password.
    Sign-out – Click on this icon to sign out from the KaiZenHR Web ESS.

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3.0Personal Information Module

3.1To View Personal Information

  1. Click on the tab on top of the page.
  2. You will see the list of personal information listed.

Note: This information list may vary from time to time as configured by HR Department).

  1. Click on the personal information you would like to view.
  2. The respective personal information will display accordingly. (e.g. Personal)
  3. To view other Personal information, repeat step 1-3.

3.2To Update Personal Information

In the Change Personal Info tab option/page, you can edit your personal information such as addresses, phone numbers etc. Supporting documentsare requierd to be submitted to HRfor the following changes:-

  • Educational Qualification or Certification
  • Bank Account Number
  • Add new family member, i.e. spouse, child, etc.
    For spouse, please submit the wedding invitation card or marriage certificate.
    For child, please submit birth certificate.
  • Government Statutory, i.e. EPF, SOCSO,Income Tax, PTPTN (if any)

Once submission is completed, changes will be sent to HR to verify and approve. Approval will only be given when required document have been submitted. Changes will only be updated upon approval. If not approved, your changes will be discarded. The workflow and steps for update information are as follows:-

  1. Click on menu.
  2. A list of personal information show. Click the personal information you would like to change.
  3. Perform the change by add/delete/modify respective information with the tool below:-
    To modify an existing record
    To delete an existing record
    To cancel any pending records.
  1. Click “Save”button and once completed, click “Submit” button to submit your changes to HR to verify and approve. The page below will display once you successfully submitted the changes.

    Note:
    “Save” changes without “Submit” will discard the changes once you quit the screen or navigate to other screen.
  2. You may return to previous page by Clicking the “Click” link or click on the to return to Homepage.

4.0Time & Leave Module

In the Time & Leave tab/option, you can perform the following:-

  1. View leave balances
  2. Apply leave
  3. View leave transactions
  4. Cancel leave
  5. Apply leave on behalf of subordinate. Note: this function only applies to Regional Office and certain personnel who are authorised to perform this.
  6. To view Leave Balances

In the Leave Balances option/page, you can view your leave balances which includes the entitlement to date, brought forward balance and leave taken. By default, the page will show the current balances. The steps are as follows:-

Note: Earned leave is calculated at first day of the month.

  1. Click “Time and Leave”“Leave Balances”
  2. After which, it will display the following page. You can also view balances as at other dates by specifying the “As At Date”and clicking “Refresh”.

  1. To Submit a Leave Application

At the Leave Application option/page, user can submit all types of leave application eg: annual leave, medical leave, compassionate leave & etc. Here, all the relevant information must be entered. In some instance, supporting documents must be submitted to superior for verification and to HR for reference. Once the entry is complete, and submitted, the application will be routed to the relevant person to verify and approve. Only upon approval will your leave balances be updated. If not approved, your changes will be discarded. Refer the steps below to apply leave.

  1. Click “Time and Leave”“Leave Application”
  2. Page below will display.

(a) Select the “Leave Type”

(b) Specify the “From Date” and “To Date”

Note:ignore steps (c) to (f) if no half day leave is not applicable.

(c) Select “Partial Day Quantity”i.e:0 – no partial day, 0.5 – for partial day.

(d) Select “Partial Day Date” i.e: the date where partial day is to be applied.

(e) Check the “All Partial Days” if days apply are half day for all date range.

(f) Specify the “Partial Day Type”i.e: for morning (am) or afternoon (pm) half day.

(g) Select the “Reason” for leave application

Note: Staff must fill the steps below if sick leave or hospitalization is applied for.

(h) Select the “Clinic” visited.

(i) Fill the “Non Panel Clinic” if you visited clinic which is not in the list.

(j) Fill the “Emergency Contact” if any.

(k) Fill the “Remark” if any. – Compulsory for emergency leave, to input the purpose/reason.

  1. Click “Compute Days” to show no. of days applied for the leave transaction.
  2. Click “View Balance” to check your leave balance.
  3. Click “Submit” once completed.

4.3To View Your Leave Transactions

In the Leave Transactionsoption/page, you can view your leave transactions which include the approved leave transactions, rejected leave application and leave application pending approval. By default, the page will show the current year transactions. You can view transactions for the other years by specifying the YEAR and clicking REFRESH.

4.4To Cancel Your Leave Application

In the Leave Cancellation Application option/page, you can cancel your leave transactions which include the approved leave transactions, rejected leave application and leave application pending approval. Leave cancellation will only valid upon approval. Refer the steps below to cancel your leave.

  1. Click “Time and Leave”“Leave Cancellation Application”
  1. Enter the “Year” and click “Refresh” to show the leave record.
  2. Click the of the respective record that you intend to cancel.
  3. Detail of the leave record shown. Review and confirm the date and day.
  4. Click “Submit” to cancel the leave.
  5. To Apply Leave For Subordinate

In the Apply Leave for Subordinate option/page, you can apply leave on behalf of your subordinate or manager. Currently, this feature is authorizedfor regional office clerk to apply leave for store personnel, i.e store manager, management trainee store assistant. RO clerk is to apply leave for subordinate upon receiving the approved manual leave application form from the Field Manager. The steps are as follows:-

  1. Go to Manager > Time and Leave, click “Apply Leave For Subordinate”
  2. Click to select the subordinate Id and fill the necessary information in page below.
  3. Once complete, click “Submit” to submit your application to the relevant personnel to approve.

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5.0Payroll Module

In Payroll menu, you can view the banking crediting instruction, payroll monthly summary, payroll statutory info, payout information as well as EA info.

5.1To view Your Bank Crediting Instruction

In theBank Crediting page/option, you can view your bank account information which is used for your salary crediting.

5.2To view Your Payroll Summary Information

In the Payroll Monthly Salary option/page, you can view your payroll monthly salary summary that has been processed and paid. By default, the page will show the current year period. You can view the summary for other periods by specifying the “From Year/Month” and “To Year/Month” and clicking “Refresh”.

5.3To view Your Payroll Statutory Information

In the Payroll Statutory Info option/page, you can view your payroll statutory information such as your EPF number and rates, SOCSO numbers, Income Tax numbers and category etc.

5.4To view Your Payroll Payout Information & Pay Slip

In the View Payout Information option/page, you can view the list of your payroll payout that has been processed and paid. By default the page will show the current year’s payout for others year by specifying the “Year” and clicking “Refresh”.

Click on the icon to view/print the payslip for the respective payouts.

5.5To View EA Info only

In the View EA Information option/page, you can view the yearly EA Form. By default the page will show the current year’s payout for others year by specifying the “Year” and clicking “Refresh”.

Click on the icon to view/print the EA Form.

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