Employee Self Service System Overview

HR System components

HR System Functions

Can support Chinese (Simplified and Traditional) and English interface, if there are any other languages to be customized, the HR software can easily add / configure;

Process documentation supporting attachments
In business applications, our HR software can provide some reference to Annex Hot Copy files to facilitate the approval of personnel so as to create more reference; such as a copy of the marriage certificate of marriage leave, sick leave, and doctor recommend article photocopies;

System Settings
Corresponds to the organizational structure and job structure information to define the approval process for the "leave application", "apply for overtime", "Change Personal Information", etc. HR business workflow provides a multi-level approval functions;

Configurable workflow
Diversification workflow: standardized workflow management, but also according to the actual demand, personalized operational processes to support multi-branch workflow and enables the process with traceability, such as to any changes on employee information automatic tracking;

Diversification of form design
According to the actual needs of users, the custom information fields generate custom information page. Through the diversification form, employees can update personal information, apply for leave and overtime input information, as well as to apply and submit expenses claims and other types of operations, such as increasing the scope of personnel information which can be modified;

Maintenance menu
According to different roles permissions of user, assigning a different menu access;

Proxy function
In case of department managers on business / vacation, the approval authority may be temporary (duration can be set to entrust) entrust others to deal with, but does not affect the normal flow of business processes;

HR System Benefits

  • Full use of the Internet and the Intranet (ie B / S structure) management of human resources
    1. •Quickly related information exchange among managers and employees of Human resource management departments;
    2. •Employees or managers are free to query and update the required information, which greatly reduces the workload of human resources management, but also to achieve a paperless office;
    3. •Apply in Email alert technology to make the approval process become timely and quickly;
  • Advantages of system platform by using JBPM workflow engine
    1. •simplify the installation and deployment, and the system has good scalability;

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Employee Self Information

    • Business functions:
      1. •Access to personal personnel data;
      2. •Change the base data of individual personnel;
      3. •Application for Change of other personal data, including: address information, education, background, bank account numbers, home information.
    • Delay Posting: as a temporary measure gatekeeper, determining staff modified data authenticity of the information;
    • You can choose to change the personnel data fields;
    • Data Posting: final data audit, to prevent erroneous data updates to the personnel management system.
    • Flow Control:Any changes in personnel data and personal data are subject to the approval process, including approval by department heads and the applicant to ensure accurate data entry.

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Employee eLeave Management

    • Business functions:
      1. •Employees can choose different types of holidays based on needs;
      2. •You can choose half-day vacation mode for morning to morning or afternoon to afternoon; default in day vacation mode from morning to afternoon; may need to leave time accurate to 15 minutes;
      3. •Enter the start and end dates of the application, the system can automatically calculate the number of days for leave application, the system also allows manually input. Entry way depending on the system parameters;
      4. •Employee recognize for leave application, the system will automatically send e-mail notification to approver;
      5. •Leave status for staff can be viewed online, including: annual leave balances, last year carried over, the number of days to adjust, day off taken, number of days have been approved and number of days wait for approval;
      6. •Employees can view the leave application status through the system;
      7. •Employees can view all vacation history of themselves as well as subordinates.
      8. •After apply in leave application of employees, the system will automatically send an e-mail to the approver. Approvers need to login to the system and then start to take in progress of leave application: consent or refuse;
      9. •By using the holiday collision function, the approver can view the degree of time overlap for subordinate’s leave application in order to arrange work. A friendly graphical display, can help to make accurate decisions for approver;
      10. •The approver can view vacation leave balances of subordinates and the total number of vacation periods.
    • Access control and data postings:
      1. •If the approver changes his or her departments, the new batch replace function can help to replace the original approver to the new one;
      2. •Before system data synchronize, the system administrator can view the list of data to confirm, and then conduct several data synchronization;
      3. •By setting holidays type parameter, determines the number of days when calculating whether to skip the holiday calendar or not;
      4. •By setting the type parameter, decided to automatically calculated or entered manually for applying leave days;
      5. •Holiday type and holiday calendar data synchronization with the human resources management system.
    • Flow Control:
      1. •All the leave application need to go through the system approval process;
      2. •The approver can grant or deny the leave application of subordinates;
      3. •E-mail tracking involves workflow.

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Overtime management

    • Business functions:
      1. •Submitting reimbursement claims for overtime: employees can apply for the overtime reimbursement;
      2. •Review overtime reimbursement History: employees can have access to review for successful overtime reimbursement application.
      3. •View subordinates overtime reimbursement History: To review the successful applicants for their overtime reimbursement;
      4. •View subordinate’s overtime reimbursement details: Query overtime reimbursement for subordinates.
    • Control and Data overtime posting:
      1. •HR staff need to control whether the data of overtime reimbursement for employees are synchronize to human resources management system; before the synchronization, usually need to obtain the relevant evidence of work overtime reimbursement for employees, and then data synchronization to human resources data management systems can be conducted under this situation.
    • Flow Control:
      1. •All the leave application need to go through the system approval process;
      2. •The approver can grant or deny the leave application of subordinates;
      3. •E-mail tracking involves workflow.

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Pay slip inquiries

    • Business functions:
      1. •Check payroll table: employees can view their current payroll period and the historical cycle table;
      2. •Print payroll table: employees can print their current payroll period and the historical period table.
      3. •View subordinates payroll table: View subordinates current payroll period and the historical cycle table;
      4. •Print subordinate payroll table: print subordinates current cycle and historical cycle payroll tables.
    • Data synchronization:
      1. •The Human Resources staff will present cycle payroll table data from human resource management system updated to Employee Self Service System (ESS).

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Personalized Process Services

Cityray provide employee self-service platform is not limited to the above function modules, but based on customer requirements to develop / define processes.

The first step is to gather the needs of customers, through the meeting with related person, to have a brief concept on daily business operation of the client so as to draft the initial ideas of the project.

The next step is to have a needs analysis bases on the gathered requirements, to develop the project scope. By mutual consent, formally incorporated into the scope of the project and documented. After approval of the project owner, officially became the scope of the project implementation, project implementation is also commence immediately.

During the project implementation process, certainly there will be changes in it. We need to have a management on client demand to coordinate with the demand for change management process, to reduce the impact of changes on project implementation.


Business process management is closely related to daily business operations, from large to large workshop production so fine as a purchase contract can define their business processes. It is also widely applied in HR aspects of the business process, like new recruits operational level processes, separations processes, personnel changes in processes, vacation request and approval management processes (eLeave), workforce management processes (eRoster) and so on. Besides, for management level, like performance appraisal management processes (eAppraisal), training management processes (eTraining) and so on.

Cityray provides full-featured business process management system, with efficient business process engine, allowing the system become a full-contact platform. It also allow all parties have a well communication and favorable relationship between each other, and making a smooth business so as to achieve a business goal easily, to promote the productivity of enterprise.

Graphical business process definition

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