Introduce Employee Self Service Module, Oracle/PeopleSoft HRM System
Dear Colleagues,
Starting from mid-March 2016, a new developed HRM System "Oracle/People HRM" (PSHRM) system has been online at XJTLU. The system is designed to assist HR in processing daily work and provide staff with a platform for self service. For the better understanding of available functions released by the system, we would like to hereby introduce the module - ESS (Employee Self Service) closely linked to staff as follows:
1. Concept of ESS
The ESS capabilities enable staff member to access the system through a simple browser-based interface, with a suite of functions available to help staff access information, submit request and complete tasks as needed. User accounts for ESS can be created automatically as a part of the recruitment process.
The functions under ESS include (subject to the system development):
1) Personal Data Maintain (Personal Information Summary, Home and Mailing Address, Phone Number and Emergency Contacts);
2) Payroll and Absence (Personal Bank Accounts and Allowance Request);
3) Recruiting Home (Job Search);
4) Performance Appraisal (Self-evaluation in Process, Self-evaluation Completed, Evaluation Request to Confirm, Reviewer Evaluation in Process and Reviewer Evaluation Completed).
2. Operational Procedures
1) Personal Data Maintain
This part contain your personal basic information provided and recorded for the communication between the university and staff where necessary or in case of any emergency. Please maintain the details timely if there is any change or updates.
2) Payroll and Absence
Currently, only Personal Bank Account and Allowance (subject to employment contract) Request herein are available. With the further development of system, more functions including payroll check and attendance management will be released.
The information of staff's personal bank account is crucial for payroll payment as well as Finance reimbursement. Please maintain your personal bank account information timely if you as new staff join the university recently or your related information is changed. Meanwhile, it is much appreciated to send a notice of change to staffonestop@xjtlu.edu.cn for record track. Please refer to the link to check the operational procedure.
Allowance request is for staff who are entitled to allowance to submit request individually and follow Finance reimbursement process. Based on the system regulations, staff shall submit the request online once per month and then submit supporting document and Allowance Claim Statement in hard copy to One-stop Staff Centre by 20th, and the system will be closed for data processing from 21st to the end of month. The successful payment is subject to approval result and valid supporting document verified by Finance Office finally. Click here to view related procedures.
3) Recruiting Home
It allows employee to view current vacancies at the university and apply for other positions that they are interested in. Application can be submitted through this module rather than jobsite. The link provided here for your reference.
4) Performance Appraisal
It is the first time to conduct the annual Professional Development and Review (PDR) and Academic Promotion online through the system in replacement of previous WORD form. For the better user experience and timely reminder to staff, all the basic information and guidance listed below is for your quick look before completing self evaluation.
At the same time, HR prepare Q&A for the questions and inquires that are frequently raised by staff, which may help to solve common problems. Please click here to view more.
Hopefully, we could offer you better service and user experience all the time. Any inquires related can be addressed to performance.hr@xjtlu.edu.cn.
Reminder
1. Holiday Reminder - Labour Day
Please be kindly reminded that the University will be closed on 1st May for Labour Day. Please make your work well arranged in advance.
Wish you a happy holiday.
2. One-stop Staff Centre - Office Room
Please be kindly noted that the current office room of One-stop Staff Centre is in Room 155E, 1st Floor, Central Building, behind the entrance of TOEFL/GRE Test Centre and near Library entrance.
Welcome New Staff
Dear New Staff,
Welcome your joining in XJTLU!
Normally HR together with other departments/offices conduct induction twice per academic year, in February and August respectively. For the staff joining the university without orientation ahead immediately, we are providing related documentations as well to help you set to work and adapt to new environmental smoothly and quickly. You may refer to different information on Portal or File1 to know more about the university as needed. Of course, you will be invited to induction formally in August.
After you read the guidance, if you still have concerns or questions related, please contact hr@xjtlu.edu.cn.
Survey -Schooling for Shool-age Children
HR conducted a survey to understand staff's requirement on schooling issue for school-age children from 24th April to 27th April.
This survey was created based on questions most frequently asked by staff and on the premise of local public schools' admission policies with restraint of Suzhou Household/Hukou and house property. Survey participants were required to submit true and real information for further data collection and processing.
Although the survey is offline and invalid now, if you still have questions or would like to communicate information, please write to us by hr@xjtlu.edu.cn.
Training
To follow the training request and reimbursement process, we are writing here to remind you of the information as follow:
With the implementation of Expense Control System, the training request shall be created through the system rather than paper form, subject to annual training budget under centralized management of HR. Employee must submit request before attending any training. Training request will be reviewed case by case, with the approval process flowing though Dean/HoD, Human Resources Office and SMT in charge.
Please click here to view operational procedures of Expense Control System.
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