Ess users

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ESS Users

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ESS Users SAP AG

2 December 1999

Copyright

Copyright 2000 SAP AG. All rights reserved.

No part of this brochure may be reproduced or transmitted in any form or for any purpose withoutthe express permission of SAP AG. The information contained herein may be changed withoutprior notice.

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Tip

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Contents

ESS Users............................................................................................................5

Set Up ESS Users .......................................................................................................................... 6

Standard Activity Group ............................................................................................................... 7

ESS - Start ...................................................................................................................................... 8

Copy the Standard Activity Group.............................................................................................. 9Assign Employees to Existing Users........................................................................................ 10Select Employees for ESS ....................................................................................................... 11Authorize Users for ESS........................................................................................................... 13Select User Attributes............................................................................................................... 15

Perform Maintenance Activities ................................................................................................. 16

Use ESS Tools ............................................................................................................................. 18

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ESS Users

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ESS Users

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Set Up ESS Users

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Set Up ESS Users

Use

If you decide to allow your employees to use Employee Self-Service (ESS), you must assignthem ESS users. This provides your employees with the system authorizations they require.Once you have set up the component and ensured that your employees can use ESS, they canstart using the services provided with ESS.

Features

This function enables you to create relationships between employees and users. The systemneeds to know which ESS user belongs to which employee because employees must only beable to maintain their own data. The Employee Self-Service component includes a standardactivity group with all of the system authorizations that are relevant to Employee Self-Service.

If you require further information on how to create ESS users, see ESS Start [Page 8].

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Standard Activity Group

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Standard Activity Group

Definition

Standard activity group SAP_ESSUSER contains all of the system authorizations andtransactions that are required forEmployee Self-Service (ESS). SAP supplies this standardactivity group. Even though you can use any activity group for ESS authorizations, SAP stronglyrecommends that you use this standard activity group.

Use

You can group all authorizations together in one activity group.

Structure

The SAP activity group consists of authorizations for various transactions relevant to ESS. First,you must copy [Page 9] the activity group to your customer namespace. To include transactions

specifically for your enterprise, you can then change the copy as required.

Integration

The profile generator in theActivity Group Maintenance transaction enables you to generate userprofiles on the basis of the SAP activity group. If you require further information, see ProfileGenerator [Ext.]. You only need to generate the profile once. However, if you change the activitygroup, you must generate the profile again.

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ESS - Start

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ESS - Start

Purpose

If you are setting up Employee Self-Service (ESS) for the first time, you can carry out a pilotproject using a specific group of employees only. The component includes selection criteria thatenable you to select employees. You can create relationships between specific employees andSAP users that already exist in your system (if using these users is to your advantage), or youcan create new users for employees. Once you have created one to one assignments betweenindividual employees and SAP users, you can generate the required authorizations for theemployees who will use Employee Self-Service.

Prerequisites

You must first perform two preparatory steps:

You must copy the standard activity group to your customer namespace.

Your system already contains a number of SAP users. If you decide to use them as individualusers, you must create a one to one assignment between these users and the employees.

Process Flow

If you generate ESS users on the basis of existing users, you must

1. Copy the SAP activity group to your customer namespace and make the required changes

2. Assign all of the existing SAP users that you select one by one to individual employees

3. Select employees who are authorized to use Employee Self-Service

4. Create new SAP users for employees who you want to authorize to use Employee Self-Service

5. Set up authorization assignments for the SAP users so that Employee Self-Service can beused

Result

Your users can use ESS and have the authorizations they require. They can now start using theservices included in ESS.

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Copy the Standard Activity Group

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Copy the Standard Activity Group

Prerequisites

Before proceeding with furtherEmployee Self-Service (ESS) activities, you must copy thestandard activity group supplied by SAP to your customer namespace.

Even if you can use other activity groups, SAP strongly recommends that you usethis standard activity group.

The activity group contains all of the system authorizations and transactions that are required forESS. However, it does not contain any specific organizational criteria defined by you inCustomizing. By copying the activity group to your namespace, you ensure that it contains therequired organizational criteria.

Once you have copied the activity group, you can make changes to the copy. You only need to

copy the activity group once.

Make sure that you use just one ESS activity group for all ESS users. If you usemore than one ESS activity group, you are unable to select employees with no ESSauthorizations.

Procedure

On the Set Up and Maintain ESS Users screen:

1. Choose Copy SAP activity group Customer namespace in the Preparation group box.

This takes you to the Copy Activitydialog box.

2. Enter a name for the activity group, and choose Continue.

3. Check the authorizations.

4. Generate the authorizations in this activity group.

5. Generate the activity group.

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Assign Employees to Existing Users

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Assign Employees to Existing Users

Prerequisites

Your system contains SAP users that are not yet assigned to employees. By creating a one toone relationship between these users and individual employees, you enable the employees touse Employee Self-Service (ESS). This procedure can only be executed manually.

When you assign an employee to an existing user, you can check the employeesand user's master data.

Procedure

On the Set Up and Maintain ESS Users screen:

1. ChooseAssignment of employees to existing users in the Preparation group box.

This takes you to the Reconcile User Master With HR Masterscreen. Various methods ofselecting users are available to you.

2. Select one of the methods, and choose Execute.

This takes you to theAssign Employees to Existing Users screen.

3. ChooseAssign employees.

The Choose Person dialog box appears.

4. Select an employee.

The Create Relationship dialog box appears.

5. Maintain the validity date as required, and choose Create.

You have assigned an employee to a user.

Result

You have created a relationship between an employee and a user. You can view the relationshipin the Communication infotype (0105).

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Select Employees for ESS

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Prerequisites

You must select the employees you want to allow to use Employee Self-Service (ESS). If you donot want to allow all employees to use ESS, you can select a specific department or employeesassigned to a specific employee group. When starting a pilot project, you are advised to select asmall number of employees first before applying the project to your entire enterprise.

You can also exclude specific employee groups, such as inactive employees orretirees.

The component includes various selection criteria. You can pre-select employees using theirorganizational assignment or employee master data.

On the Choose Personnel Numbers Using Employee Masterscreen, you can definethe employee status to ensure that you do not include retirees in the group ofemployees to be authorized for ESS. By doing so, you prevent subsequentinconsistencies. You must check the employee status before continuing the userassignment procedure.

Preselect Employees Using Organizational Assignment

On the Set Up and Maintain ESS Users(Start) screen:

1. Choose Preselect employees using org. assignmentin the User/authorization assignmentgroup box.

This takes you to the Choose Personnel Numbers Using Organizational Assignmentscreen.

2. Enter the relevant search criteria, and choose Execute.

This takes you to the Choose Personnel Numbers Using Employee Masterscreen.


Select Employees Using Employee Master Data


1. Choose Select employees using employee masterin the User/authorization assignmentgroup box.

This takes you to the Choose Personnel Numbers Using Employee Masterscreen.


This takes you to the Set Up and Maintain ESS Users (Overview) screen.

Result

You have selected a group of employees for whom you are now going to maintain ESS users.

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Authorize Users for ESS

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Prerequisites

On the Set Up and Maintain ESS Users (Overview) screen, you can maintain different groups ofemployees.

Employees with users without ESS authorization

These are the employees to whom you assigned users by assigning employees toexisting users [Page 10]. They still require an ESS authorization.

Employees without users

These are the employees to whom you still need to assign users and an ESSauthorization.

If you need to process a large number of employees, you can generate their ESSusers in background processing.

Set Up Users for Employees With Users and Without ESSAuthorization

On the Set Up and Maintain ESS Users(Overview) screen:

1. Choose Employees with users without ESS authorization.

This takes you to the Relate Users with Persons screen.

2. Select an employee, and chooseAuthorization assignment.

This takes you to theAttributes of Users to be Createdscreen.

3. Choose Execute.

You have now assigned the profile for the SAP activity group to the user.

Set Up Users for Employees Without Users


1. Choose Employees without users.

If you choose Background, theAttributes of Users to be Createdscreen appears.

If you choose Overview, the Create Users for Persons screen appears.

2. Select a person, and choose Create user.

This takes you to theAttributes of Users to be Createdscreen. If you require furtherinformation, see Select User Attributes [Page 15].

3. Choose Execute.

You have set up a user for your employee. You can now assign authorizations.

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Result

Your employee can use Employee Self-Service (ESS).

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Select User Attributes

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Select User Attributes

Prerequisites

You must decide how you want your employees to log on when they are using Employee Self-Service (ESS).

The ESSUSER user group is a fixed user attribute. It makes a distinction betweenusers who are authorized to use ESS and other system users, such as systemadministrators.

Procedure


1. Choose Change user attributes.

This takes you to theAttributes of Users to be Createdscreen.

2. In the Fixedpassword field, INIT appears as the default. You can change this.

If you require more information on the entries you can make in this screen,choose Information.

3. In the User group field, the ESSUSER entry is fixed. You cannot change this entry becausethe distinction between users authorized for ESS and other system users is important.

4. TheActivity group field contains the SAP activity group that you copied to your customernamespace as a default entry.

SAP provides you with a customer enhancement for user and password generation.If you require further information, see Perform Maintenance Activities [Page 16].

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Perform Maintenance Activities

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Prerequisites

The system includes special functions that enable you to maintain the Employee Self-Service(ESS) component periodically. You are advised to check the system regularly for inconsistenciesby choosing the following:

Inactive employees with users

These employees have retired or left the enterprise, but still have an SAP user. Simplydelimit their user assignment so that a historical record is retained of their assignment inthe system.

Employees with deleted users

New employees who require an ESS user

SAP provides you with a workflow for ESS user maintenance. The systemadministrator is requested to create an ESS user for a new employee or delimit theESS user of an employee who is leaving the enterprise.

Check Inactive Employees with Users


1. Choose Inactive employees with users.

This takes you to the Delimit User Assignments for Inactive Persons screen.

2. Select a user, and choose Delimit.

User and Password GenerationFor further information, access the Implementation Guide (IMG) for ESS and see the section onCustomer Enhancements.

Delete Users

Users cost money, and perhaps you have created too many. You can also delete users.


1. Choose Delete ESS users.

This takes you to the Delete ESS Users (Selection) screen.

2. Enter the name of the user you want to delete, and choose Execute.

This takes you to the Delete ESS Users (Overview) screen.

3. Select the user you want to delete, and choose Delete user (online).

You can only delete ESS users that are connected to the ESSUSER user group.

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The user is deleted from the list.

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Use ESS Tools

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Use ESS Tools

Definition

The Employee Self-Service (ESS) component includes a number of tools to help you create andauthorize users for ESS.

Log

All of the steps you perform are recorded in a log. They are written to a file and displayedas historical data. You can display the log at any time. To reset the log, choose Deletelog.

Background processing

Most of the activities included in the ESS component can also be executed inbackground processing. For any group of more than 100 employees, SAP recommendsthat you use background processing. To do so, choose Background.

Display data

To display or change an employee's HR master data, choose HR master record. Todisplay or change user master data, choose User master record.

Access activity group maintenance

To start activity group maintenance, execute transaction PFCG. On theAttributes ofUsers to be Createdscreen, start the transaction by choosing Display.

Ess users

Documents

Transcript of Ess users