Home / Expertise / Area of Expertise / Employee Self Service Software

Employee self services (ESS)

Employee self-service is an HR technology development that puts the power in the hands of the employees. Administrative duties, access to information, and constructive interaction with benefits and training can all be passed on to workers for their convenience of viewing and amending.

Access is often achieved through a self-service portal for employees, or is embedded within an existing intranet system. Back in the early 2000s when the trend for ESS began, the systems were often poorly integrated and required multiple login details. Today, however, fully functioning applications for workers are built into larger HR and Payroll software systems.

How will workers do using self-service workplace systems?

Using employee self-service software, workers are empowered to perform administrative tasks about their own information, access information about employees as and when they need it, and perform interactive tasks related to their position or benefits.

Administrative tasks

A significant component of every ESS program is providing workers with the freedom to make adjustments when needed to access their personal information. It includes their telephone number and other contact details, emergency contact details and payroll information. Employees can upgrade the program for adjustments in the case of a marriage, moving house or switching banks without having to go through the lengthy process of approaching HR to make the adjustment.

ESS portals also allow employees to log their own working hours, make adjustments to their tax information and monitor vacations. We will have a real-time view of how much leave we have earned and when they can use it to fit company needs.

Employee self-service also places the burden on staff to report expenses and business travel data into the program. Employees are able to access the portal any time they wish. And when it’s easier for them to complete the administrative activities during working hours.

Human Resource Data

Employee portals provide a forum where employees can find all the details, probably need to successfully complete their job, and feel engaged with the company.

It provides links to pay stubs and other information concerning their direct deposits. Workers can also consider company policies and procedures, and manuals for workers. You can also disseminate company news through ESS platforms. Sharing on portal success stories, company goals, promotions, and other news items.

The company policy updates are delivered via the ESS system at the brokerage firm CBG Benefits in the form of audio and presentation slides, keeping staff up to date and engaged.

Interactive Evidence

ESS HR software ‘s third important role is to provide interactive information which benefits the employee in their roles.

In the field of employee benefit programs one of the most common ways in which this is used. Employees can self-calculate their benefits on an annual basis and select the most suitable benefits based on their future life goals, such as their wedding or saving for university fees for children. It will also provide contributions to, and the right to change, pension funds or investment plans. Many programs also have financial preparation so the employee can independently make better choices.

The other field where ESS programs have an immersive environment for workers is by open enrollment to training. Many systems even allow the user to complete training from the desktop. It allows employees to manage their own progress by providing self-assessment tools such as goal tracking. The new update to this area is in the Wellness sector. A lot of employers are now using their self-service tools to help identify the needs of their workers. Self-conducted surveys and safety risk evaluations are then evaluated.

Recruitment is the final region through which the self-service program works. A self-service portal allows future and current employees to search for and apply for jobs, to check their job application status and to register for job alerts.

When you are working you can also handle onboarding via ESS. Offering virtual orientation and developing a new hire community, employees use the portal to guide themselves through their early stages within the company.

Marriott uses “Voyage,” their onboard ESS system to collect new hires around their global company. The curriculum needs just 30-45 minutes of their time, which involves speakers of leadership which interactive collaboration spaces.

What are the benefits of self service portals for employees?

According to Towers Watson’s Discover the Possibilities, Seize the Moment: 2013 HR Service Delivery and Technology Survey Executive Summary Report, “HR portal technology is growing both in prevalence and usefulness. More than half of companies use portals, mainly to provide self-service for staff, but also to ensure enforcement, communicate policy and promote collaboration within HR.

Six out of 10 companies claim their portal is very productive and 17 percent say it’s very successful. Satisfaction rates are expected to rise as technology advances, bringing more value to the consumer. What are the benefits of self-service portals for employees, then?

With human resources experts

Time required to complete arduous logistical tasks and manage the HR information system is the biggest advantage for HR practitioners using an ESS platform. This is especially true of big enterprises. Human resource teams are free to work on more strategic projects than pursuing company activities as a whole with each employee responsible for their own personal information.

Removing this HR role from the team also results in improved record-keeping performance. First, firstly, staff are much less likely to make mistakes. Second, they have a much greater chance of spotting errors in their own information. Therefore reports are more reliable and up-to – date.


For Staff

As HR staff, administrators often note productivity and time-saving changes. We are unburdened to have to liaise with staff on matters such as holidays, working hours and expenses.

Ultimately, the productivity of employees increases as workers have direct access to the details, they need to complete their work to a high degree. All this data is drawn from multiple sources in one place, which employees are free to access autonomously. This saves the company time and generally improves productivity.

The end value to workers is in the atmosphere of the company. Employee engagement is growing because workers believe their employer is communicative and versatile. With company news and training being disseminated via the ESS program, workers feel more closely linked to the whole organization. And they feel more inspired to succeed. The change in attitude is evident from the moment a new recruit is brought on board. New employees feel more comfortable and better prepared to thrive in their new role with a fast and efficient ESS onboarding process.

For business

All of that will, of course, yield substantial benefits for the entire company. Improved HR staff and workplace satisfaction increases productivity and enhances the bottom line. In fact, online training and benefit consulting lowers company travel expenses as workers are not forced to fly to headquarters for face-to – face meetings.

Going paperless with an ESS program is a far more attainable target, an ambition that is critical in the fight against the climate crisis. Yet compliance with the audit does not pose a problem because work hours, salaries yet employee data are more reliable and up-to – date due to direct access by employees.

Supporting values such as communication and flexibility which demonstrate the adoption of an ESS portal enhances employee engagement. Employees committed to work harder and more efficiently. Improves productivity, and increases the retention of talent.

What problems do ESS apps present?

Some initial difficulties can occur when rolling out ESS software or when upgrading from legacy systems.

One difficulty for employees is the convergence of several channels in one convenient space. Payroll, training, and tax may be spread across different providers and programs; bringing these together as a holistic experience for the staff can be a problem. Especially for small companies which outsource more of their HR tasks. In reality, creating a user-friendly interface without the need for multiple logins and different screens was difficult particularly in the earlier days of the technology.

Another obstacle during the transition process could be the excitement of staff and HR practitioners for learning the new program and becoming motivated enough to use it. It is particularly common in industries where the workers may not be tech-savvy.

Finally, although the system is updated by the employees, maintenance will still be required to keep it current and user-friendly. This will include eliminating former employees, updating policies and manuals and maintaining fresh and relevant training.

Where to get ready for transition to ESS?

It’s trying to avoid the possible pitfalls of implementing ESS tech.

Conduct internal research to comprehend the complexity of what you need. Based about how tech-savvy the workers are present in the internal study, plan a full training schedule. Lay the groundwork with the employees by keeping them informed about the changes and the timeline they can expect to make progress. Training will involve, of course, a complete debriefing on the safety threats and their responsibilities surrounding them.

One or more HR team members will need to be briefed and qualified to support the program maintainance.

ESS The Future

Where will ESS expand shortly?

More and more applications are being fully integrated as technology evolves, needing only one password to access data from all platforms and vendors. Mobile optimisation is also a key focus, with companies developing mobile apps that enable users to update expenses or travel while on the go.

Employee involvement is something that every company aims to achieve, and many look to their ESS program to provide health training and knowledge that can be accessed by their employees. All of this will be presented via video, which experts say as a critical medium for potential ESS configurations. In addition to this communicative approach , companies are also incorporating support for decision taking through their benefits and self-service healthcare programs.

Eventually, when workers expect their self-service platform to mimic the websites and devices they use at home, personalization is an integral component of any effective ESS. The ability to view content specifically relevant to the particular position, status, location or range of benefits for a consumer would increase engagement and employee satisfaction.

As part of Global Payroll software, ESS is now available including data input and software uploads, smartphone and web-based applications, secure logins, and access to pay and tax information. Employees will monitor their working hours and holidays and send expenses, thus increasing efficiency , productivity and commitment.

Contact us for more information about the ESS available on our Platform