City Employees Self Service Human Resources City of ...ess.chattanooga.gov/FinalESSUserGuide.pdfthe Oracle system. 1. City Employees Self Service Human Resources City of Chattanooga,

City Employees Self Service Human Resources City of Chattanooga, Tennessee

How do you log on to your Employee Self Service Account?

Module 1: User Interface and Navigation Menu Bar The Main Menu Main Menu Categories Assorted Dashboard Items

Module 2: Payslips Payslip Dashboard

Module 3: Absence/Leave Summary and Entitlement Balance Absence Summary Entitlement Balances

Module 4: Personal Information Basic Details Phone Numbers Main Address and Other Address Emergency Contacts Dependents and Beneficiaries Printable Page

City Kiosk Users: @Chattanooga.gov Users:

Adding Attachments

Module 5: Employment Information Employment Tab Salary Tab Absence Tab

Module 6: Employee W-2 Form W-2 and Tax Statement

Module 7: W-4 W- 4 Tax Form Adding Attachments

Module 8: Benefits Dependents and Beneficiaries

Module 9: General Pension Plan Employee Summary GGP Module 10: Direct Deposit/Payment Method

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How do you log on to your Employee Self Service Account?

1) Go to ess.chattanooga.gov

2) Next, log on to your Oracle account.

The Oracle login page will look like this. At this point enter your User Name and Password.

Login Tips to try if you are having problems:

1. User Name is your Employee ID

2. User Name and Password are the same login information as you used in May for Open Enrollment.

3. Click Login Assistance for more help.

Still need help?

If you have forgotten your User Name and Password or need additional help, please contact the IT

Help Desk at 423-643-6301.

Now we are ready to get started!

We will go on to Module 1 to learn about the user interface, dashboard and how to navigate around

the Oracle system.

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Module 1: User Interface and Navigation Now that you have logged on to the City Employee Self Service Human Resources, we will be taking a quick look at the user interface and how to successfully navigate around Oracle. The dashboard is what you will see once you have logged on to Oracle. The dashboard will be the location for you to find a variety of information about you, your job and your benefits. We will briefly go over the 3 main components of the City Employee Self Service user dashboard. These components will be discussed in more detail later.

Menu Bar

The menu bar is across the top of the dashboard. It is highlighted in purple. This is a quick place to find major navigation categories for the Oracle user interface.

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The Main Menu

The Main Menu, highlighted in yellow below, consists of a list of categories defining places where you could find more personal information. For example, if you want to know if the correct numbers of work hours were recorded for your last pay period. You could find this out by clicking on the Payslips and searching by the date payslips were distributed.

Please note, that if the dashboard opens and you do not see a list of categories under the main menu, you will need to expand the list. This can be done by clicking on the plus sign .

The list is not expanded.

The list is expanded.

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As you can see, the main menu will jump to different locations on the dashboard as you navigate through the interface and select different options. However, the list of categories will not change.

Main Menu categories can be access from Menu Bar (Navigator > City Employees Self Service tab).

Main Menu categories can be access from Menu Bar (Preferences > Display Preferences).

Click HOME at any time to return to the opening dashboard.

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Main Menu Categories

When you open the main menu category, like Personal Information, you will discover it is unique compared to another category, like Absences/Leave Summary. Each category has special options, tabs and buttons assigned to it. You will learn about the individual menu categories and their details in later training modules.

For example, Personal Information Menu versus Absence/Leave Summary. The look is different, along with different functions, fields and buttons available for you to use.

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But for now, let’s just take a look at the menu categories that you will be able to search:

● Employee Information ● Personal Information ● Benefits ● Payslips ● Absence/Leave

● Tax Form W-4 ● Employee W-2 ● Direct Deposit/Payment Method ● General Pension Plan Employee Summary

Assorted Dashboard Items Favorites This is a helpful resource for collecting links that can be saved with your other personal work information. Favorites can be external, items like a doctor or medical resources, benefit plans, certifications or accomplishments earned. Favorites can also be internal from Oracle, for example, a payslip from December 2015. Saving the December 2015 payslip as a favorite would make it quick to access without having to search for it each time you want the information. Worklist (future)

The Worklist field display can be used at a later date to send announcements from the city to the employees. For example, if it was the beginning of open enrollment for benefits, the city may post a message on where you could find more information on open enrollment.

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Search and Help, no reason to use them! There are some options when using Oracle which are not available for you to use, even if you see them on the dashboard. Crossed out in red below are two prime examples, Search and Help. These options are used by the IT Department and have no value to you. For example, searching your name or looking in the help menu for payslip, will not get you any results or the results won’t make much sense!

Two different menu bars headers that you might see.

Finally, remember to logout! There is a lot of personal information located in the City Employee Self Service Human Resources. You would not like your social security number or other personal information getting in the wrong hands. The most important button is Logout!

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Module 2: Payslips Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at all the options available to you on the Payslip dashboard.

Payslip Dashboard

The Payslip dashboard will allow you to:

1. View your current payslips. 2. View your past payslips (up to January 2013). 3. Print your payslip. 4. Save your payslip as a PDF file.

***Employees will not be able to save payslips to a city kiosk, print only.

On the Main Menu, click on Payslip to open the payslip window. The visible payslip will default to your most current payslip. You can search for past payslips in groups of 10 by click on previous 10 or next 10. Once you have selected the payslip you would like to see, a small checkmark will appear in front of the date. Click the GO button. The payslip interface will look like this.

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In this example, the payslip for December 24, 2015 has been selected to be opened. City Kiosk Users: Employees accessing City Employees Self Service Human Resources through a provided kiosk will be using Chrome and have limited access. Employees will be able to print only. This limitation has been set to prevent personal information from being saved on a public computer.

Chrome menu bar with only two options. Download and Print.

@Chattanooga.gov Users: City employees with a @chattanooga.gov log in and on a city secure network will use Internet Explorer and will have full access to print and save. Chrome will not allow you save. Please be aware of where you save your personal information In Internet Explorer, once the selected payslip is open, you will have a header bar that will give you many more options, like printing and saving.

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Internet Explorer menu bar has many more options. Only employees with a @chattanooga.gov email will be able to access these options.

Finally, remember to logout! There is a lot of personal information located in the City Employee Self Service Human Resources. You would not like your social security number or other personal information getting in the wrong hands. The most important button is Logout!

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Module 3: Absence/Leave Summary and Entitlement Balance Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available to an employee on the Absence/Leave: Summary dashboard. The Absence Summary tab will:

1. Search by Absence Type. 2. Search by Absence Category. 3. Search by Start Date and End Date. 4. View absences in reverse chronological order. 5. View details of each absence. 6. Submit an absence for approval (future feature).

The Entitlement Balances tab is view by a specific date:

1. Show Accrual Balance for various types of accrued paid time off: Personal Leave, Comp Premium, HS Annual, HS Personal Leave

2. Show Accrual Balance for General Pension Credit Plan (GPP). To get started: On the Main Menu, click on Absence/Leave to open the Absence Summary tab or the Entitlement Balances tab.

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Absence Summary The absence summary tab will display all of the absences in reverse chronological order that an employee has used since 2008, including the number of hours, absence type, and category. An employee can:

Search by absence type. Associate an absence type with payroll element(s).

Search by absence category. Leave Leave Without Pay Family and Medical Leave Injured on Duty Injury Pay Military Leave

Search dates by entering a start date and end date. Search results will be displayed in groups of 10, search further into the list by clicking on

previous 10 or next 10. Note: Approval Status and Absence Status are not currently being used and may be available in the future.

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Entitlement Balances.

The entitlement balance tab will display all of an employee’s Personal Leave Accrual and General Pension Credit Accrual Plan (GGP). If you do not see the accrual balances, click the plus sign xnext to show accrual balances.

Accrual Balances default to the last pay date. Accrual Balances can be seen by a specific date you enter, then click Go button.

General Pension Credit Accrual Plan number represents your accrued service credit towards the rule of 80 for retirement. More information can be found by contacting Cheryl Powell in HR at (423) 643-7224 or [email protected]. Personal Leave Accrual number represents the PTO hours that you have earned as of the most recent biweekly check date. Please note, any PTO used within the current period have not been posted against the entitlement balance as shown.

In the top example, the Personal Leave Accrual (PTO) is 97.56 hours on Aug 11th, 2016.

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City Kiosk Users: Employees accessing City Employees Self Service Human Resources through a provided kiosk will be using Chrome and have access to all the Absence/Leave Summary information. This information can not be saved or printed. @Chattanooga.gov Users: City employees with a @chattanooga.gov log in and on a city secure network will use Internet Explorer to have full access to all the Absence/Leave Summary information. This information can not be saved or printed.

Finally, remember to logout! There is a lot of personal information located in the City Employee Self Service Human Resources. You would not like your social security number or other personal information getting into the wrong hands. The most important button is Logout!

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Module 4: Personal Information We will take a look at the options available to an employee on the Personal Information dashboard.

The Personal Information dashboard will allow you to:

1. View Basic Details a. Name b. Marital Status c. Date of Birth d. Social Security Number e. Employee Number f. email address

2. Update Phone Numbers. 3. Add Other Addresses. 4. Update and Add Emergency Contacts. 5. View Dependents and Beneficiaries. To update, click on the Benefits on the main menu.

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To get started: On the Main Menu, click on Personal Information to open the Personal Information dashboard.

Basic Details To change your personal information under the basic details section, click on the Update button. The Basic Details: Choose Option dashboard will open. Choose one of the radial buttons. Click Next. The Basic Details: Update Information dashboard will open. At this time, there are limitations on what personal information can be changed. More options may be available at a later date. An employee can assign an effective date for the changes to happen, can add a preferred name, or change their email address.

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Click the Save For Later button to save the information you have entered without applying the new information. Click the Next button if you are ready to move on to the next step. The Information dashboard opens for an employee to review, click Next.

The Personal Information: Review dashboard opens. A summary of the changes to an employee’s personal information will be noted with a blue dot.

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Additional Information can be any supporting documentation that can be attached if needed. For example, your marriage certificate could be used to support your name change. Again, you can Save For Later or Submit the changes. Once an employee’s new information has been submitted, a confirmation window will appear. Click on the Return to Overview to land on the Personal Information dashboard to see the new changes applied.

Phone Numbers To change an employee’s phone numbers, scroll down to the Phone Number sections, click on the Update button. The Phone Numbers: Enter and Maintain dashboard will open. On the dashboard, an employee can change, add or remove their phone numbers.

The phone number type can also be changed to one of the following options.

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Clicking on Next button will again bring up the Personal Information: Review dashboard for seeing the proposed changes. In the example, you will see the Home phone number has been changed and is noted with a blue dot. Click the Submit button to apply the changes. Once an employee’s new information has been submitted, a confirmation window will appear. Click on the Return to Overview to land on the Personal Information dashboard to see the new changes applied.

Main Address and Other Address

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The Main Address section is for viewing only, this information can not be changed by the employee at this time. If an employee would like to have an additional address recorded with their personal information, they will be able to enter that second address under the Other Address section. Click to Update button to add an address. The Other Address: Choose Option dashboard will open. Choose one of the radial button options, either correct, amend or delete an address or enter a new address. Click Next.

The difference between the two radial button options can be seen here. The Correct Address dashboard automatically populates the information in the fields. Whereas, the Enter New Address dashboard needs an Effective Date entered for the change to occur. Once the information has been entered and the employees clicks on Next, a Personal Information: Review dashboard will open. Click Submit if the information is correct.

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Once an employee’s new information has been submitted, a confirmation window will appear. Click on the Return to Overview to land on the Personal Information dashboard to see the new changes applied.

Emergency Contacts

Changes in emergency contact information can be completed by click on the Add button.

If the new emergency contact information is added correctly, it will appear on the personal information dashboard. The Existing Contact: Choose dashboard will open. Click on one of the radial dots to select the person that you would like to add contact information for. If you would like to add someone to your emergency contacts that are not on this list, do not select any radial dot, proceed to the next step. Click Continue.

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On the Emergency Contact:Update dashboard, an employee will be given the opportunity to change personal information on any person they have chosen to be their emergency contact. Various types of contact numbers and multiple contact numbers can be entered. When completed, click Next.

The Personal Information: Review dashboard will indicate the changed items with a blue dot. Optional Additional Information can be used if needed. If there is an error, click the Back button. If all the information is correct, click Submit.

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Once the information has been submitted a confirmation window will appear. Click on Return to Overview to see the employee’s Personal Information dashboard.

Dependents and Beneficiaries

The Dependents and Beneficiaries are view only on the Personal Information Dashboard. If an employee would like to update this information they would go to the Navigator on the menu bar and click on the Benefits link.

Printable Page

The personal information that has been updated can be printed for verification by clicking on the Printable Page button on the bottom of any Personal Information Review dashboard.

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City Kiosk Users: Employees accessing City Employees Self Service Human Resources through a provided kiosk will be using Chrome and will have access to all of the employee’s Personal Information. This information should be printed using the Printable Page button, then choosing File > Print.

@Chattanooga.gov Users: City employees with a @chattanooga.gov log in and on a city secure network will use Internet Explorer and will have access to all of the employee’s Personal Information. This information should be printed using the Printable Page button, then choosing File > Print.


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Adding Attachments

If Additional Information is needed for the employee to submit, located at the bottom of the Personal Information: Review dashboard, under Attachments various information can be added. Click Add. The Add Attachment dashboard will open. Additional documents can be either in the form of a file, a URL or information entered into a text box. More than one attachment can be added by clicking on Add Another button. When the employee is done attaching information, they can click on the Apply button to complete this step.

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If an employee has successfully attached additional information, there will be a link available to view and search for documents. Click View.

The Attachments dashboard will open, allowing the employee to view, search, update and delete. Additional attachments that can be added in this location if needed. Click on Return to Tax Form W-4: Review to exit the Attachments dashboard.

If no additional documents (see options at the end of this document) are needed and everything is correct, click Submit button. If there is an error, click on the Back button to edit. A confirmation window will appear if the employee’s changes have been applied. Click Return to Overview to land at the Tax Form dashboard.

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Module 5: Employment Information Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available on the Employment Information dashboard. The Employment Information dashboard contains information on an employee’s entire career with the City of Chattanooga. Including basic information like assignment number (employee number), departments assigned to and email addresses. There are three major areas to show more in depth information about an employee:

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Employment Tab

Here an employee can hide or show more information on current and past positions with the City of Chattanooga. For example, seeing locations and dates.

Salary Tab

Here an employee can see their salary increases and/or decreases over their course of employment with the City of Chattanooga.

Absence Tab

Here an employee can view their absences in reverse chronological order, absence type and a number of hours used.

To get started: On the Main Menu, click on Employment Information to open the employee’s dashboard. The Employment Information dashboard is a view only area and personal information cannot be changed. Items to be aware of:

1) Choose a tab (Employment, Salary, or Absences) to view different information.

2) Show (+) and Hide (-) information on the Employment tab.

3) Search Salary and Absences by groups of 10. Click Previous 10 or Next 10 to change the entries posted.

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City Kiosk Users: Employees accessing City Employees Self Service Human Resources through a provided kiosk will be using Chrome and will have access to all of the employee’s Employment Information. @Chattanooga.gov Users: City employees with a @chattanooga.gov log in and on a city secure network will use Internet Explorer and will have access to all of the employee’s Employment Information.


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Module 6: Employee W2 Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available on the Employee W-2 and Tax Statement dashboard. On the Main Menu, click on Employment W-2 to open the dashboard.

Form W-2 and Tax Statement

The Form W-2 and Tax Statement dashboard will open. The Employee W-2 dashboard contains an employee’s W-2 forms since 2008. Select which year’s W-2 form you would like to view and click Go. The selected W-2 can be viewed, saved, and printed at this point.

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City Kiosk Users: Employees accessing City Employees Self Service Human Resources through a provided kiosk will be using Chrome and have limited access. Employees will be able to print only. This limitation has been set to prevent personal information from being saved on a public computer.


@Chattanooga.gov Users: City employees with a @chattanooga.gov log in and on a city secure network will use Internet Explorer and will have full access to print and save. Chrome will not allow you save. Please be aware of where you save your personal information. In Internet Explorer, once the selected payslip is open, you will have a header bar that will give you many more options, like printing and saving.


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Module 7: W-4 Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available on the Tax Form dashboard. On the Main Menu, click on Tax Form W-4 to open the dashboard.

W- 4 Tax Form

The Tax Form dashboard will open. The Tax Form dashboard contains an employee’s current W-4 information: Filing Status, Allowances, Additional Amount Withheld and FIT Exempt. Click the Update button to change information on the W-4. Click on IRS Federal W-4

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Form (PDF) to open a blank W-4 document and the Personal Allowances Worksheet. This sheet can be printed to assist employees. If an employee changes their Filing Status, Allowances, and/or Additional Amount Withheld, they must check the I Agree box and then click the Continue button. The Tax Form W-4: Review will be generated reflecting the new changes for the employee to review. If no additional documents are needed and everything is correct, click Submit button. If there is an error, click on the Back button to edit.

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If no additional documents (see options at the end of this document) are needed and everything is correct, click Submit button. If there is an error, click on the Back button to edit. A confirmation window will appear if the employee’s changes have been applied. Click Return to Overview to land at the Tax Form dashboard. City Kiosk Users: Employees accessing City Employees Self Service Human Resources through a provided kiosk will be using Chrome and have limited access. Employees will be able to print only. This limitation has been set to prevent personal information from being saved on a public computer.


@Chattanooga.gov Users: City employees with a @chattanooga.gov log in and on a city secure network will use Internet Explorer and will have full access to print and save. Chrome will not allow you save. In Internet Explorer, once the W-4 is open, you will have a header bar that will give you many more options, like printing and saving.


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Adding Attachments

If Additional Information is needed for the employee to submit, located at the bottom of the Tax Form W-4: Review dashboard, under Attachments various information can be added. Click Add. The Add Attachment dashboard will open. Additional documents can be either in the form of a file, a URL or information entered into a text box. More than one attachment can be added by

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clicking on Add Another button. When the employee is done attaching information, they can click on the Apply button to complete this step. If an employee has successfully attached additional information, there will be a link available to view and search for documents. Click View.

The Attachments dashboard will open, allowing the employee to view, search, update and delete. Additional attachments that can be added in this location if needed. Click on Return to Tax Form W-4: Review to exit the Attachments dashboard.

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If no additional documents (see options at the end of this document) are needed and everything is correct, click Submit button. If there is an error, click on the Back button to edit. A confirmation window will appear if the employee’s changes have been applied. Click Return to Overview to land at the Tax Form dashboard.

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Module 8: Benefits Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available on the Dependents and Beneficiaries dashboard. Click on Benefits in the Navigator drop-down menu to open this dashboard.

Dependents and Beneficiaries

The Dependents and Beneficiaries dashboard will open.

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Clicking on the Add Another Person button will bring up a blank Add Dependents and Beneficiaries dashboard. Fill out the information needed and click Apply. Note the message included on the dashboard concerning when an employee can add another dependent, during new hire enrollment and open enrollment in May. Information on the current beneficiaries can be updated by clicking on the pencil icon as seen in the image above. Selecting to update a beneficiary will open the Update Dependents and Beneficiaries dashboard. Current information will be generated for the beneficiary allowing information to be change quickly as seen in the image below. Click Apply to save the new information. If there are no changes to Dependents and Beneficiaries, click on the Next button on the Dependents and Beneficiaries dashboard to view an employee’s Current Benefits.

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The Current Benefits dashboard is a summary of the benefit plans that an employee has selected, which dependents are covered and who are the beneficiaries.

Hidden at the bottom of the page is the Update Beneficiaries button. This button will take you to a new dashboard that will allow you to change the percentage of benefits that will be distributed to each beneficiary. The new window looks familiar, HOWEVER, it is different. Click Next. Next button will take you to a different window.

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The Beneficiary Selection dashboard will allow you to adjust the percentage of benefits going to each beneficiary. Each column should equal 100%. Click Next to save the new changes.

As seen in this image, a Confirmation Statement letter will be generated for the new changes. An employee will be able to view this letter by clicking on Confirmation Statement button. The Printable Page button is a summary of the beneficiaries shown on the screen. This information is also included in the Confirmation Statement letter. The Finish button will take you back to the Current Benefits dashboard.

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Finally, remember to logout! There is a lot of personal information located in the City Employee Self Service Human Resources. You would not like your social security number or other personal information getting intp the wrong hands. The most important button is Logout.

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Module 9: GGP Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available on the General Pension Plan Employee Summary (GPP) dashboard. Click on the General Pension Plan Employee Summary on the Navigator drop-down menu.

The Schedule Request: Define dashboard will open up. On this dashboard, it is important that you enter a filename for the report that will be generated. Any file name will work. For example, GPP_Report_7_2016 or SUSIE_7_2016.

Click Continue.

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An information window, just click Submit.

Another information window, just click OK.

The Request Summary Table will open. Here you can see all the GGP reports that you have requested in the past. This is the reason to give your report a name. Here you can see the GPP_Report_7_2016 that was requested.

Click on the OUTPUT file icon to see your report. If the output icon is not generated, click the REFRESH button to update this dashboard. It does take a little time for Oracle to generate this report.

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A sample of what a GGP report will look like for an employee:


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Module 10: Direct Deposit Now that you have logged on to the City Employee Self Service Human Resources, we will take a look at the options available on the Direct Deposit/Payment Method.

The Manage Payroll Payments: Define Payments dashboard will open. At this time, this dashboard is a view only and nothing can be changed. However, you can see your account types, account numbers and the amount being direct deposited into one or more accounts.

Version 2 3/2017

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City Employees Self Service Human Resources City of ...ess.chattanooga.gov/FinalESSUserGuide.pdfthe Oracle system. 1. City Employees Self Service Human Resources City of Chattanooga,

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