What Is Employee Self-Service?

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Summary. Employee self-service (ESS) is how employees can access human resources-related information and software digitally, such as the company’s intranet or web portal. Most modern HR management or information systems allow employees to complete certain tasks digitally.

Technology has advanced the workplace in a multitude of ways, but one of the most helpful has been the implementation of employee self-service. This technology allows employees to handle certain human resources, information technology, or other administrative tasks at their leisure through a web portal or intranet.

These tasks have traditionally been handled on paper and processed manually by HR professionals. On top of their additional responsibilities, this paperwork can be time-consuming and inefficient. By digitizing this process, HR can reduce human error and expedite the handling of their employees’ needs.

Key Takeaways:

Employee self-service (ESS) are portals offered to employees via the web where they can access important information and conduct certain transactions from an online site or gateway, usually for HR or IT needs.
An ESS helps to enhance HR’s availability to participate in strategic initiatives rather than focusing their time on administrative tasks.
ESS offers considerable cost, efficiency, and employee satisfaction benefits which can greatly enhance your business.

Employee self-service (ESS) are portals offered to employees via the web where they can access important information and conduct certain transactions from an online site or gateway, usually for HR or IT needs. These portals allow the HR and IT teams to focus on other priorities while the employees can complete or resolve something on their own.

An ESS portal typically facilitates tasks like updating personal information for records, accessing employee handbooks or manuals, logging sick or vacation days, and even managing insurance plans or other benefits at will. ESS portals also allow employees to download their paystubs and payment forms and even participate in onboarding or training.

Benefits of Employee Self Service

Every company should have a human resources team. The addition of an ESS does not take away from HR roles; in fact, it helps to enhance their availability to participate in strategic initiatives rather than focusing their time on administrative tasks. Here are some advantages of adding an ESS to your workplace tools.

Lower costs. With an ESS, your human resources teams can spend the time they used answering employee questions and processing information for other initiatives. This allows HR to become a more strategic partner as well as reduce the need to hire and train additional representatives.
Improved management for PTO or sick days. By digitizing requests for time off, the ESS tracks time off for your human resources teams helping to identify time trends or planning for absences. It’s more efficient for employees, too, who can request their time off through the portal instead of manually.
Better expense management. Many ESS portals allow employees to track expenses, automating approval and reimbursements to make the entire process more efficient. Additionally, it makes it easier for employees to report their expenses while they are traveling from their mobile devices.
Benefits management. Typically, benefits management can be an exhausting process for both HR professionals and employees. ESS allows employees to track and monitor all benefit information, including coverage details, payment history, and contributions. They can even enroll in certain programs directly in the portal.
Empowered employees. ESS makes all processes more efficient by not making your employees have to coordinate with HR every time they need a question answered. Employees are also more informed and engaged in their own HR management, and many appreciate the convenience.
Better compliance. Most businesses must comply with certain government laws and regulations. By offering an ESS platform, companies are more likely to be accurate and accountable in compliance reporting. They can compile reports, place compliance information in the necessary places, and inform users about legislative updates.

What Can Employee Self-Service Do?

ESS has developed significantly in recent years and can now take on a wide variety of administrative tasks HR personnel have previously been responsible for. Here are some of the tasks an ESS can handle for your business.

Personal data and updates. Your company needs up-to-date personal data for all employees. ESS portals allow employees to change their own personal data as well as update their timesheets, access pay stubs, enroll in benefits, and schedule time off.
Recruitment tasks. If you have a large company with multiple job openings, consider using ESS as a recruitment portal. Applicants can search and apply for open positions as well as check on the status of their application or be alerted when similar opportunities appear.
Onboarding. Orientation is important for new employees but oftentimes doesn’t require someone to conduct the entire process. Virtual orientation is increasing in popularity. This means your new employee can access the portal and receive key information for their new role at the company.
Benefits. Another time-consuming responsibility is ensuring all employees are enrolled in benefits if they wish to be. An open enrollment ESS platform can streamline this process by providing information to all employees and allowing them to make their own selections at their leisure.
Training. Similar to onboarding, ESS portals offer the ability to provide employee training, development, and computer-based testing. This makes training more efficient and accessible for many employees who can complete it between other tasks or meetings that may need to take priority.
Performance management. Sometimes performance management can get pushed to the wayside as a priority for busy leadership teams and HR professionals. With an ESS, portals enable employees to complete self-evaluations, set goals, and respond to evaluations. This also helps HR to keep all results in one place for better reporting.
Attendance. For companies with employees who need to track hours or attendance, an ESS can provide employees with access to work schedules, timecards, accrued benefits, and vacation time. This keeps everything in one place, informs the relevant parties involved, and offers better reporting for employee evaluation.
Surveys. It’s important to check in with your employees every so often. ESS portals enable employers with the ability to provide employees with surveys to check in on their wellness or overall morale within the company. This is valuable feedback that can be used at every level of the leadership team.

If you’re thinking about implementing an ESS portal for your company, you’ll want to make sure you choose a reputable company with a secure platform. ESS offers considerable cost, efficiency, and employee satisfaction benefits which can greatly enhance your business.

Be sure to discuss the implementation with your HR team to ensure it’s the right decision for your company.