eESS

Please contact the eESS Support Team via the HR Connect Portal

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.

You can access eESS from this link

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

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.

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.

In line with local arrangements there may be requirements to setup Proxy Users across NHS Greater Glasgow and Clyde 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 via the HR Connect Portal. The Proxy User Briefing document (which can be found within the portal) outlines the process for doing this and details the governance rules associated with Proxy Users.

If you want to nominate a Proxy User to input transactions on your behalf, please complete the form at the end of the Proxy User Briefing document (which can be found within the portal) and return this via the HR Connect Portal Please note that for audit purposes, we require a “physical” signature rather than an electronic signature.

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.

Yes, these should still be completed to engage a new start on to eESS and Payroll systems. Digital forms can be completed and submitted via the HR Connect Portal or paper copies can be sent to eESS Support Team, 2^nd Floor, West Glasgow Ambulatory Care Hospital, Glasgow

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

(A notification of change letter still requires to be sent from the manager to employee)

Remember you can access step by steps guides and video tutorials on the eESS National website

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 SOP on the eESS National website

 For any employees who do not have access to eESS then their manager can record this on their behalf via Manager Self Service SOP on the eESS National website 

If you notice that you have staff wrongly assigned to you please contact the eESS Team via the HR Connect Portal as soon as possible, confirming the correct line manager if known (Name, eESS ID or payroll number required).

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 eESS ID or payroll number.

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: 

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: 

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.

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.

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.

If an employee’s fixed term contact is to be extended then please contact eESS Support Team via the HR Connect Portal for this to be updated on the employee’s record confirming the new date the contract is to be extended to. When you are contacting eESS Support Team please provide the employees name and eESS ID

If an employee’s contractual status is changing, i.e. from fixed term to permanent, then please contact eESS Support Team via the HR Connect Portal for this to be updated on the employee’s record confirming the date from this changing. When you are contacting eESS Support Team please provide the employees name and eESS ID.

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.

eESS Core is the control centre for HR Staff and Line Managers to capture workforce information in relation to employee personal records.

The Core Employee Record captures:

• Changes to Contract
• Eligibility to Work
• Essential workers
• Exit Interviews
• Mentorship for AHP and 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, employees can view and update information, and ensure that HR and the Board holds accurate and the most up-to-date information.

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

• Quick Start User Guide OLM
• How to Search for Learning and Development on eESS OLM
• How to Navigate the System
• Learning, Education and Training Catalogue

Full access to all Standard Operating Procedures and e-Learning videos is available on the eESS National Team website.

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.