The Cheat’s Guide to Employee Self Service

Discover all you need to know about Employee Self Service including how it makes the lives of payroll staff so much easier

In 2014 we wrote a blog about how 72% of HR professional’s time is spent on paper administration.

Two years later smart organisations are taking action through implementing Employee Self Service (ESS) technology with their payroll software upgrades.

This move is proving to eliminate organisation wide resource draining paper processes and allowing payroll and HR staff to concentrate better on more integral parts of their roles.

If paper administration is weighing your staff down – it may be time to take advantage of the ESS applications available on the market.

Here is our cheat’s guide for all your important Employee Self Service knowledge.

What is Employee Self Service?

Employee Self Service – also known as ESS – is available in modern HRIS and payroll systems and automates a number of paper based administration processes.

Its functionality is made available to all staff so they can self-manage their own allocated individual human resources-related tasks that would otherwise need to be completed by payroll or HR personnel.

What does Employee Self Service do?

While there are many ESS models with varying capabilities available on the market, at its most basic, an ESS allows an employee to change personal information such as contact and bank details directly online. A useful self-service system lets you configure your own screens to present information to users in a way that makes sense.
The more comprehensive systems (such as Affinity’s Self Service) offer a higher level of functionality (and a more positive impact on business) including:

  • auomated timesheet, job costing, leave and transaction management
  • automated onboarding procedures including training and equipment requests for new starters
  • accurate labour cost control information and reporting in real time
  • automatic notifications to ensure tasks are completed, events scheduled and compliance met; and
  • instant access to information (such as staff performance, KPIs and costings) for managers for faster decision-making

A good ESS system is accessible via mobile devises so staff can access information remotely.

What are the benefits of Employee Self Service?

The benefits of an ESS are numerous:

  • the empowerment of staff to control their own employee HR information
  • the elimination of paper administration having to be conducted by payroll and HR
  • an improvement in the accuracy of information being captured and the accessibility of information company wide; and
  • a reduction in compliance risk

What are the risks of Employee Self Service?

The largest risk of integrating Employee Self Service into an organisation is acceptance by employees. To be of true benefit to a business, employees must adapt and adopt to the use of ESS functionality within their daily working lives.

This risk can be mitigated through a good change management process.

Who should use Employee Self Service?

Any company that is looking to remove repetitive paper administration, improve processes and increase efficiency should consider it.

Large companies will especially benefit, and there is also a positive ROI for medium businesses who would be dependent on staff numbers and HR paper administration processes.

Why should a Business have Employee Self Service?

Outside of the benefits already listed companies not looking to becoming more agile and digital savvy will struggle to remain competitive.
Not only is paper administration a thing of the past but the workforce is changing.
As employee demographics change expectation for companies to be digital savvy rise (You can read all about the expectations of Millennials here!)

It is about creating a better employee experience across the board. It will also make your payroll personnel happier – and this can only be a good thing.

To find out more about Affinity’s employee self service, contact us today.

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