What is 'ESS' and how can it help my organization?

Posted by Christy Putnam on June 20, 2017 at 9:42 AM
What is 'ESS' and how can it help my organization?Wikipedia’s definition of employee engagement reads as follows:

“Employee engagement is a property of the relationship between an organization and its employees. An 'engaged employee' is defined as one who is fully absorbed by and enthusiastic about their work and so takes positive action to further the organization's reputation and interests.”

Employee engagement is one of the biggest concerns and hurdles for HR and business leaders today. Many forward-thinking questions are being asked, such as:

  • How can we get our employees to give their best every day?
  • Are employees committed to the organization's mission, goals and, values?
  • What motivates my team and makes them want to be here?

Knowing your audience when considering employee engagement is a crucial first step. With the increase of Generation Z joining Millennials in the workforce and a job market that continues to improve, there is a demand for more flexible work environments and increased technology needs with people analytics and virtual access.

Employers are turning to Human Capital Management (HCM) systems to improve employee satisfaction and provide transparency of information. This has employer’s asking, “What is ESS and how can it help my organization?” Employee Self Service (ESS) gives employees secure access to view and manage their own employee information on a desktop, tablet, or mobile device. ESS within an HCM offers valuable benefits to both an employer and the employee, just some of the benefits may include:

Document Distribution: Whether it's for a new hire or an employee who has been with the organization for many years, ESS can provide document distribution and electronic signature capabilities. Employers can post updated employee handbooks, forms, company policies and procedures, employee benefit information, announcements, and much more for review and engagement by employees.

Pay Statements/W-2 Access: Employees can view and print their own paystubs and W-2 information. They can also make online changes to the W-4 tax withholding forms and update direct deposit information. All of this current information then gets automatically routed to the correct contact for approval and, if required, payroll processing.

Personal Information Updates: Updating an address or emergency contact information or changing a beneficiary can all be accomplished through ESS, giving employees access and control of their personal information. Employers receive the benefit of less time spent tracking the information down.

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Digital Time Card: ESS makes clocking in and out for shifts easy through either time clocks, mobile devices, or computer systems. It also allows for easy electronic flow of time cards for approval and/or submission directly to payroll. Employees also have access to view their schedules for advanced planning purposes.

Time Off Requests: Time off requests and approvals are a snap when employees make requests through the ESS. The best software also provides communication opportunities when comments and notes are added to the requests and/or approvals or rejections.

Benefits Open Enrollment: ESS eliminates the need to distribute paper forms during open enrollment periods. It simplifies education by providing employee benefit comparisons and links to important websites through the system itself. Employees complete changes and enrollment all online, minimizing errors due to data re-entry.

Organizations of all sizes can benefit from Human Capital Management software that offers ESS. Information flow via up-to-day technology is a critical element to keeping employees engaged in a fast-paced environment. When evaluating HCM software, look for systems that will not only streamline processes and workflows, help with compliance, and electronically house employee files and records, but will also improve the employee’s workplace experience and provide valuable information around the clock. 

Topics: Human Capital Management, Human Resources, Company Culture

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