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FAQs

What should I do if I don’t receive my username and password?

If you have not received this, please contact the eESS Support Team at eESS@ggc.scot.nhs.uk.

Your details will be resent to you so please ensure you have sufficient space in your mailbox to receive new emails. Please keep these details safe for future use.

How do I access eESS?

To access eESS, click here.

 Alternatively, access eESS via your ‘favourites’ menu on your Internet Explorer toolbar (just as you would access SSTS). Select favourites -> GGC Shortcuts -> Admin -> eESS

How do I access eESS if I do not have a GGC email account?

For those staff who don’t have e-mail accounts, there will be no immediate change for you – your manager will be able to assist with the transactions on your behalf as they currently do. Considerations are ongoing with regards to future access for all staff.  

For non NHS managers who manage NHS staff and will need access to eESS, this will be available in due course; however, we will provide further information on how the transactions will work to ensure that these are processed accordingly.

What do I do if I have forgotten my user ID or password?

Passwords on eESS are reset via a link sent by email. Click on the log-in assistance button on the log-in page and follow the instructions given. You can also have an email reminder of your user ID sent to you by following the link on the log-in page.

What is a Proxy User?

In line with local arrangements there may be requirements to setup Proxy Users across NHS Greater Glasgow and Clyde (NHSGGC) for Manager Self Service. A proxy user is someone who will transact self-service functions on behalf of:

  • A line manager
  • Peer employees
  • Via self-service-based access.

Proxy for Manager Self Service must be specifically requested to and setup from the eESS Support Team. This Guidance Note outlines the process for doing this and details the governance rules associated with Proxy Users.

How can I set up a Proxy User?

If you want to nominate a Proxy User to input transactions on your behalf, please complete the form at the end of the Guidance Note and return this to eESS@ggc.scot.nhs.uk

My annual leave entitlement is incorrect, how can this be amended?

If you’re annual leave entitlements is incorrect then please discuss this with your line manager who should arrange to update SSTS and then this will feed through to eESS.

Are New Start Engagement Forms still to be completed?

Yes, these should still be completed to engage a new start on to eESS and Payroll systems. Completed forms should be sent to eESS Support Team, HR&OD, 2nd Floor, West Glasgow Ambulatory Care Hospital.

Are Notifications of Change and Termination still to be completed?

No, any changes or terminations should now be processed under manager self service.

Remember you can access step by steps guides and video tutorials through –  https://www.eess.nhs.scot/.

Previous service

The eESS Support Team is aware that some employee’s previous service is not recorded on eESS. A process is currently being developed for this to be accurately recorded. Employees can detail any previous NHS service through ‘Previous NHS/ Reckonable Service’ via Employee Self Service: https://www.eess.nhs.scot/wp-content/uploads/EmployeeSelfService/REF312-ESS-Previous-NHS-Other-Reckonable-Service.pdf

 For any employees who do not have access to eESS then their manager can record this on their behalf via Manager Self Service: https://www.eess.nhs.scot/wp-content/uploads/ManagerSelfService/REF224-MSS-Previous-NHS-Other-Reckonable-Service.pdf

Hierarchy changes

If you notice that you have staff wrongly assigned to you please contact the eESS Support Team (eESS@ggc.scot.nhs.uk) as soon as possible, confirming the correct line manager if known.

If you are contacting the eESS Support Team to advise that there are staff missing from your hierarchy then please confirm the employees name and payroll number. It has been noted by the eESS Support Team that for some employees there have been multiple manager changes, if this occurs we will notify the requesting manager of who the current manager is for them to discuss and agree who the employee should report to and then to confirm this to eESS Support Team for any changes to be made.

Terminations/assignment terminations

If a manager tries to terminate an employee who has more than one post they will receive an error message asking them to contact HR. Where an employee has more than one post the eESS Support Team will check whether the post being terminated is set as the primary role, and is so will change this and confirm to the manager once this has been completed.

In order for the manager to progress with a termination for an employee has more than one assignment they should follow the relevant Standard Operating Procedure: https://www.eess.nhs.scot/wp-content/uploads/REF228-MSS-Termination-Assignment-v.1.2.pdf

Please note that for Terminating an assignment there is two steps to this process as detailed in the above Standard Operating Procedure. If only one of the steps is completed this will not progress to Payroll and thus the termination will not be actioned.

If an employee only has one post with NHSGGC then the Standard Operating Procedure for Terminations should be followed: https://www.eess.nhs.scot/wp-content/uploads/REF227-MSS-Termination-v1.5.pdf

Internal transfer of staff

To change an employee to a different department the cost code needs to be updated in ‘Change Job and Terms’, above the department heading there is red bold text advising the user that the cost code also needs to be updated in ‘Change Cost Centre’ and it is detailed within the Standard Operating Procedure (SOP). However, managers have only been updating either ‘Change Job and Terms’ or ‘Change Cost Centre’ rather than updating both. Please ensure that both ‘Change Job and Terms’ or ‘Change Cost Centre’ are updated which are separate functions under Manager Self Service.

If you are trying to complete a transaction to move an employee from one department to another or to change their banding and the ‘position’ field defaults to blank and you cannot choose any options it is likely that a new position requires to be created. This can be done by the eESS Support Team. Therefore, please contact the eESS Support Team providing the following information:

Cost code (if changing), job title, job family (i.e. nursing, admin etc) band (if changing) and location (if changing).

Once the new position has been set up the eESS Support Team will confirm the new details for the manager to enter the transaction on ‘Change Job and Terms’ via Manager Self Service.

Change job and terms: Use of temporary notes

A number of managers had advised that they had made changes on an employee’s eESS record, which their manager (Manager 2) had approved and therefore belief that an employee’s information has been changed and will be processed by Payroll. However, the ‘Temporary Change Notes’ does not form part of the Payroll Interface and therefore these notes are not received by Payroll. The only way to make a change on eESS that will progress to Payroll is to make amendments to the employee’s eESS record by following the appropriate Standard Operating Procedure.

Medical and dental

It was apparent that managers are unclear when completing transactions under Medical and Dental particularly relating to updating EPA details. As a result, NHSGGC had requested to the eESS National Team that the Standard Operating Procedure was revised and made more user friendly.

Therefore, a new Standard Operating Procedure has now been finalised which can be accessed via: https://www.eess.nhs.scot/wp-content/uploads/ManagerSelfService/REF218-MSS-Medical-and-Dental-v.1.2.pdf

Fixed term contract extensions

If an employee’s fixed term contact is to be extended then please contact eESS Support Team (eESS@ggc.scot.nhs.uk) for this to be updated on the employee’s record confirming the new date the contract is to be extended to. When you are contacted eESS Support Team please provide the employees name and eESS ID

Change of contractual status

If an employee’s contractual status is changing, i.e. from fixed term to permanent, then please contact eESS Support Team (eESS@ggc.scot.nhs.uk) for this to be updated on the employee’s record confirming the date from this changing. When you are contacted eESS Support Team please provide the employees name and eESS ID.

How to delegate worklist notifications

If you are going on leave and want to nominate a colleague to manage transactions in your absence you can set this up in Vacation Rules on your home screen. This needs to be a colleague who reports directly to someone who is a Band 7 or above, in order to meet Standing Financial Instructions (SFI). For further information please refer to NHSGGC : Manager Self Service

If a manager is off sick, the eESS Support Team will need to temporarily amend the hierarchy in the manager’s absence. Once the manager has resumed to work, then the eESS Support Team can be contacted to change to remove the temporary hierarchy changes.

It is important to ensure that no transactions are actioned until the hierarchy has been temporarily changed. If an employee/ manager 1 has already submitted the change job terms /termination transaction above (so it is sitting with the manager 1 or 2 who is off sick) they will need to delete it from the system. The eESS Support Team will then amend the hierarchy and the employee/ manager 1 can re-submit the transaction.

Resources

Additional Help and Support

Help and support to various end users will come in a number of different forms:

1) email: eESS@ggc.scot.nhs.uk

2) Manager Self Service LearnPro Module. Access LearnPro using the following link: LearnPro Login Page 

Login to LearnPro using your Username and Password, then search for “eEES” under the Specialist Subjects tab.

eESS will be much more than a change of ‘HR’ systems – it will mean a fundamental change to working practices for everyone, particularly so for Self Service system.

All Line Managers (Band 6 or above) will have access to Manager Self Service and will be responsible for a approving/declining any requests submitted by employees.  Line Managers will manage transactions in relation to changes in employment and so much more! 

Below is examples of what Managers can do (role dependent):

Manager Self Service

Approve/Decline requests via employee self service 

  • You can Approve, Reject, Return for Correction or Re-assign the request

Confirm Career Break

  • Once approved as per Career Break Policy

Change Cost Centre

  • Used in conjunction with “Change of Position” and “Change of Location”

Change Hours 

  • Once approved as per Flexible Working Policy

Change Location

  • Only complete if there is no other Change i.e. Band, position etc
  • Change of Position should be used if other changes required

Change Position

For Change due to promotion or move to another department

  • Releasing Manager completes transaction as per Change Position
  • Releasing Manager required to note first 4 digits of new post descriptor as this required for “Change of Cost Centre”
  • Grade Point – will be processed by Payroll in line with terms and conditions
  • Complete Change of Cost Centre
  • Enter the first 4 digits of new of new post descriptor into “Main Account Code” field.     
  • For Change or promotion within own Team
  • Record transaction as per Change Position – sections 1 – 3  
  • Releasing Manager to contact eESS Data Team to release staff member to new manager from effective date

Keeping in Touch Days

  • Maternity Leave

NHS Assets Issued

  • Security Pass. Parking Permit, IT hardware, phones, keys, uniforms etc

Complete Return to Work Interviews

  • Complete after each episode of absence

Terminate an Employee  (one position)

View Employee Job information

  • Assignment Number, start date. Job, Band etc

Adoption Leave 

Maternity Leave 

Paternity Leave 

Step-by-Step Guides

A number of step by step guides have been drafted to guide managers through some of the main transactions that require to be completed by eESS:

Proxy Users

In line with local arrangements there may be requirements to setup Proxy Users across NHS Greater Glasgow and Clyde (NHSGGC) for Manager Self Service.

 A proxy user is someone who will transact self-service functions on behalf of:

  • a line manager; or
  • peer employees
  • via self-service-based access.

 Proxy for Manager Self Service must be specifically requested to and setup from the eESS Support Team. This Guidance Note outlines the process for doing this and details the governance rules associated with Proxy Users: Proxy User Brief 

Useful Information

 Full access to all Employee Self Service Standard Operating Procedures and is available via: https://www.eess.nhs.scot/mss/

Contacting the eESS Team

HR Self-Service Portal is launching on 6th June 2022 for the following areas who are part of Implementation Group 1:

  • Clyde Sector
  • Diagnostic Services
  • North Sector
  • Regional Services
  • Inverclyde HSCP
  • Glasgow City HSCP

Please note that from Monday 6th June 2022 the link and system will only be accessible to those in Implementation Group 1:

https://nhsnss.service-now.com/ggc_hr

Please ensure that you add the link to your Favourites for easy access.

If your enquiry is urgent or you would prefer to talk to one of the eESS Support Team please contact us by telephone 0141 278 2700 option 5. The team are available between 10 am and 2 pm, Monday to Friday

Please note when calling eESS Team for the first time you may be required to provide some key details about who you are and where you work.

Your details will be stored in our system which means when you contact the eESS Team again these details will not need to be taken and a simple check will be done to ensure the details are still correct.

About eESS

eESS is a single, national NHS Scotland approach to HR systems that is intended to enable a high quality, standardised HR function. 

The system will hold an employee record for all employees of NHS Greater Glasgow & Clyde.  This system will interface with Payroll and SSTS (Scottish Standard Time System) to provide real time workforce information and reports.  Key features of the system will include:

  • Employee Self Service – Employees can view their employment record, make changes to personal data e.g. address and request training.
  • Manager Self Service – Managers can approve requests and, via the system, put changes such as change of hours through to payroll. Managers will also be able to use manager self service for improved workforce record keeping and reporting.
  • Core HR
  • Employee Relations
  • Learning Management System (OLM)
Core

Core can be considered as the centre of the new eESS system, acting as the control centre for HR Staff and Line Managers to capture workforce information in relation to employee personal records.

The Core Employee Record will capture:

  • Changes to Contract
  • Eligibility to Work
  • Essential workers
  • Exit Interviews
  • Mentorship for AHP & NMC
  • Occupational Health Passport
  • Other non-NHS employment
  • Previous NHS employment
  • Qualifications and registrations
  • Supplementary roles
  • Terms and Conditions

HR users will have access to run and generate standard and non-standard reports to support workforce monitoring and planning.

By allowing staff eESS access, it allows employees to view and update information, and ensure that HR and the Board holds accurate and the most up-to-date information.

Oracle Learning Management (OLM)

The Oracle Learning Management (OLM) component of eESS will enable improved access to and monitoring of all the activities associated with the learning and development of staff. This will include the administration of courses and the recording of learning undertaken by every employee, including e-Learning.

Courses can be linked to defined competencies, including national competence frameworks, so that current employee competencies and progress towards those competencies can be updated and monitored. 

Benefits

Enables NHSGGC to manage all aspects of the delivery and maintenance of a learning service including the ability to access national courses which are centrally maintained.

OLM supports a blended approach to learning with NHSGGC able to offer a single point of access for all classroom courses and e-Learning across the Board through a unified catalogue.

Maintains information on:

  • Courses (any educational or development activity designed to enhance an employee’s competencies, qualifications or experience)
  • Classes (a single occurrence of a course on a particular date)

Resources (such as trainers, equipment or venues)

  • Employees can directly enrol to courses, subject to manager approval.

The LearnPro interface will automatically update learning records when an e-Learning course is completed.

Employee competencies can be associated with courses. Once a member of staff has completed the course, his or her employee record can be updated with the new competency automatically.

Monitoring of compliance with mandatory training. For example, a skill may require a refresher course every 12 months; OLM will enable you to report on those employees who are due for refresher learning.

A wide range of reports enables learning and development to be monitored at a local and national level.

Automatic system generated e-mail delivered to staff upon:

  • Enrolment (Joining Instructions)
  • Cancellation of Enrolment
  • Update of class details (e.g. time/date/venue).

Useful Information

Full access to all Standard Operating Procedures and e-Learning videos is available via: https://www.eess.nhs.scot .

Oracle Business Intelligence Enterprise Edition (OBIEE)

OBIEE is the integrated Reporting Tool that allows organisations to build and develop a range of reports and dashboards that meets statutory and local reporting requirements. It will support workforce planning and align to requirements for Staff Governance reporting and analysis.

Screenshot 1
Screenshot 2

eESS will be much more than a change of ‘HR’ systems – it will mean a fundamental change to working practices for everyone, particularly so, for Employee Self Service system.

Employee Self Service

Equality and diversity information – age, gender, religion etc (to be added)

View personal details

  • Name, address, date of birth etc

Change address

  • Always use “Type” Primary Home Country address

Change contact information

  • Emergency Contact details/Next of Kin details

Update Professional Qualification/Registration/Membership details

  • Certificates, Highers, Degrees etc
  • Line Manager will approve once evidence is presented

Other Non NHS Employment (Secondary Employment, including Self Employed)

  • Includes self employed, ad hoc work and contracted work

Applying for Adoption Leave 

  • Matching certificate must be retained by line manager 

Applying for Maternity Leave 

  • MATB1 certificate must be retained by line manager

Applying for Paternity Leave 

  • Copy of MATB1 must be retained by line manager

Useful Information

 Full access to all Employee Self Service Standard Operating Procedures and eLearning video’s is available via: https://www.eess.nhs.scot/ess/

Contacting eESS

The new HR Self-Service Portal is launching on 6th June 2022 for the following areas who are part of Implementation Group 1:

  • Clyde Sector
  • Diagnostic Services
  • North Sector
  • Regional Services
  • Inverclyde HSCP
  • Glasgow City HSCP

Implementation Group 2 launched on 27th June 2022

  • South Sector
  • Women’s & Children’s Services
  • East Dunbartonshire HSCP
  • West Dunbartonshire HSCP
  • East Renfrewshire HSCP

Implementation Group 3 launched on 18th July 2022, which includes ALL remaining areas including

  • Estates & Facilities
  • Corporate Services
  • Renfrewshire HSCP


Please note that the link (below) is now available for ALL users to raise calls via the new HR Connect Portal, as Zendesk is being phased out.

https://nhsnss.service-now.com/ggc_hr

Please ensure that you add the link to your Favourites for easy access.

If your enquiry is urgent or you would prefer to talk to one of the eESS Support Team please contact us by telephone 0141 278 2700 option 5. The team are available between 10 am and 2 pm, Monday to Friday

Please note when calling eESS Team for the first time you may be required to provide some key details about who you are and where you work.

Your details will be stored in our system which means when you contact the eESS Team again these details will not need to be taken and a simple check will be done to ensure the details are still correct.

About eESS

eESS is a single, national NHS Scotland approach to HR systems that is intended to enable a high quality, standardised HR function. 

The new system will hold an employee record for all employees of NHS Greater Glasgow and Clyde. This system will interface with Payroll and SSTS (Scottish Standard Time System) to provide real time workforce information and reports. Key features of the system will include:

  • Employee Self Service – Employees can view their employment record, make changes to personal data e.g. address and request training.
  • Manager Self Service – Managers can approve requests and, via the system, put changes such as change of hours through to payroll. Managers will also be able to use manager self service for improved workforce record keeping and reporting.
  • Core HR
  • Employee Relations
  • Learning Management System.