Last Update:

04/23/08 5:11 PM

   
 

ESS - Personal Data - Family Members/Dependents

ESS

Change History

Update the following table as necessary when this document is changed.

 

Trigger:

 Perform this procedure to add (or change) a Family Member or Dependent.  This process is a predecessor step to include dependents for benefits enrollment or other persons as beneficiaries.

 

Business Process Procedure Overview

 Employee Self-Service (ESS) enables employees to perform their own administrative tasks in support of life and work events.

 

The Family Members/Dependents service is located in the 'My Personal Data' Workset in ESS.  

 

Employees will use this service to set up (or change) the following Family Members/Dependent types:

· Spouse

· Child

· Legal Dependent

· Testator

· Guardian

· Step Child

· Related Persons

· Divorced Spouse

· Father

· Mother

· Foster Child

· Other

· Court Ordered Dependent

This process is a predecessor step to include dependents for benefits enrollment or other persons as beneficiaries.  You will not be able to add a dependent in your benefits plans unless they are set up in the Family Members/Dependents service first.

 

  

 

Procedure:

 

 

1. Start all ESS applications by logging on to the BEACON Portal.

BEACON Portal: Log On Screen

2. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

NCID

The NCID is used by all NC State employees to access SAP

R

Enter value in NCID.

Example: zsapxss0001

Password

The employee's system pasword

R

Enter value in Password.

Example: ********

3. Click the Log on  button.

Information:  After the initial log-on, there will be no additional log-on prompts to access business functions due to Single Sign-On (SSO).

Information:  After the user is logged on, the business packages and tabs on the main page will vary by the user, depending on their roles and authorizations.  For example, only managers will see a tab on their screen for My Staff (MSS) when they log on to the portal.

Critical:  When using web applications that maintain or create data, always ensure you leave the application (or log off) when you complete your work.  This will prevent record locking.

4. After logging on, the user will be defaulted to the BEACON Home Page.

BEACON Portal Home Page

5. Click the My Data (ESS)  tab.

ESS: Overview Page

Information:  The Overview page shows all the available Worksets in ESS.  A Workset is a grouping of web applications by functional area (e.g. Benefits, Time Management, etc.).

6. Users can go to the next level of navigation, the Area page, by selecting the Workset in three possible actions.  Select the Workset, 'My Personal Data,' by performing one of the following functions:

Activity

Notes

 

 Select the Workset tab.  The Workset tabs are located below the Business Package tab (i.e. ESS, MSS, etc.).

 

 Click the icon for the Workset, 'My Personal Data.'

 

 Click the main hyperlink for the Workset, 'My Personal Data.'

 

Area: My Personal Data

Information:  The Area page includes all the associated web applications for that Workset, the links to access the applications, and a short description of each application (if applicable).

7. To go to the Family Members/Dependents service, click the hyperlink . 

Fmly Members/Deps: Overview

Information:  Employees can maintain the following Family Members/Dependents:

· Spouse

· Child

· Legal Dependent

· Testator

· Guardian

· Step Child

· Related Persons

· Divorced Spouse

· Father

· Mother

· Foster Child

· Other

· Court Ordered Dependent

Information:  To maintain a NEW family member or dependent, click the button below that corresponds with the record type.  For example, to add a new child click "New Child."  To add your mother, click "New Mother."

Some records are only allowed to have one valid record at a time.  Therefore, when one record is created, the "New..." button is no longer available for selection.  For example, only one valid record is allowable for: Spouse, Mother, Father.

To maintain an existing record, click the "Edit" or "Delete" button below the applicable record.

8. For the purpose of this exercise, add a new Child.  Scroll to the bottom of the screen and click .

Fmly Members/Deps: Edit

9. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

First Name

The individual's legal first name

R

  

Last Name

The individual's legal last name

R

  

Date of Birth

The individual's date of birth

R

  

Name at Birth

  

R

  

Gender

Use the Radio button to select male or female.

R

  

Social Security Number

  

R

  

Street and House Number

  

R

  

Address Line 2

Address line 2 (use only if needed)

R

  

City

City

R

  

State

State

R

  

ZIP Code

Zip Code

R

  

Telephone

Telephone number

R

  

Status: Student

  

R

  

Status: Challenge

  

R

  

Disability Date

  

R

  

Notification Date

  

R

  

Information:  A red asterisk (*) represents a field that is required.

10. Performing one of the following:

If

Then

 You want to continue and save the Family Member/Dependent record.

 Click

 You do not want to save the information entered/changed and navigate back to the Family Members/Dependents overview page.

 Click 

 You want to cancel all activity in the Family Members/Dependents service and navigate back to the Area page (My Personal Data).

 Click

 

11. For the purposes of this exercise, click .

Fmly Members/Deps: Review and Save

12. To save the Family Members/Dependents record, click .

Fmly Members/Deps: Confirmation

13. Performing one of the following:

If

Then

 You want navigate back to the Family Member/Dependents Overview page to display or maintain data.

 Click

 You want to navigate back to the My Personal Data Overview page.

 Click 

 You want navigate all the way back to the main ESS Overview page.

 Click

 

Reference: BPP ESS-BenefitsEnrollment.doc.doc

14. The system task is complete.

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