What is employee self service (ESS)?
Employee self service (ESS) is technology that allows employees to handle a number of human-resources and administrative tasks on their own.
Effective companies are built on dedicated, talented workforces. But supporting those workforces takes significant administration. Human resources departments in particular face a constantly growing need for improved efficiency and accuracy. Addressing payroll benefits, dealing with large amounts of essential-yet-time-consuming paperwork, and managing employee data tend to monopolise a HR department's time, preventing them from becoming true strategic assets to their companies.
Employee self service is designed to alleviate much of this burden, digitising and automating important tasks. At the same time, ESS gives employees more direct control over their own data.
ESS is not designed to take the place of an experienced HR team; it exists to free HR from certain repetitive tasks and to allow employees direct access to HR information and functionality. This creates a number of advantages for the ESS-enhanced organisation:
- Reduced costs
Traditionally, the majority of HR time has been spent answering employee questions and processing employee information. ESS takes many of these responsibilities off the HR-department’s plate. As well as allowing HR to become more of a strategic partner and allowing them to focus on other important tasks, it also reduces the need to hire and train additional HR representatives. - Improved time-off management
Effective ESS systems automate many aspects of the time-off request approval process. Employees can work within the system to track paid time-off hours and submit requests, which are then automatically sent through the proper approval channels. Additionally, managers can use ESS to track sick days, identify time-trends, and improve how they plan for employee absences. - More accurate expense management
ESS streamlines the expense-report process, with simplified employee access to automated approval and reimbursement. The employee portal can also allow employees to manage expenses from any internet-enabled device, for effective expense management, even while travelling. - Easier benefits management
ESS allows authorised users to track and monitor all relevant employee benefit information. This includes coverage details, payment history, and employer and employee contributions, while also providing a central location where employees can review statements, track eligibility and participation, and enrol in benefit programmes. - Increased employee autonomy
Personalised employee portals and other ESS solutions put employees in control. Empowering and convenient, ESS creates an engaged, informed workforce that is capable of taking greater responsibility for their own HR management. - Better compliance
Companies that fail to follow EEO, FMLA, OSHA, and other government laws and regulations face steep penalties. Employee self service platforms ensure accuracy and accountability in compliance reporting. They may also be capable of automating reports, placing compliance information in the correct format, and informing users about any legislative updates. - Clearer access to information
With a single, central database for HR information, employees on all levels will know exactly where to go to find answers to questions, approved procedures, and vital documents. - Reliable analytics
ESS systems track and collect large amounts of usage data. Built-in analytics programs allow managers to evaluate the effectiveness of campaigns and initiatives, and to incorporate reliable HR insights into future decisions.
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