EC Workflow and Event Workshop

Report
Workflow & Event Derivation
Workshop
Agenda
• Workflow Key Principles
• Workflow Process
• Workflow Configuration
• Event Derivation
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Workflow
Key Principles
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Workflow
Key Principles
• It is possible to trigger workflow from the following pages
Add New Employee
Take Action
Personal Information
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Workflow
Key Principles
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Workflow
Key Principles
• From Update Employee Records page, workflow can be triggered for any
of the following transactions
Change of Job and Compensation Information
Spot Bonus
Employment Details
Manage Leave of Absence
Terminate
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Workflow
Key Principles
Workflow can be
configured for any of
the transactions
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Workflow
Key Principles
• From Personal Information page, workflow can be triggered when
National Id Information is changed
Personal Information attributes: first name, last name, marital
status… are changed
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Workflow
Key Principles
• For each workflow, several approvers, contributors and CC roles can be
involved
Approvers receive notification and must approve or send back the
change request
Contributors receive notification whenever request is processed and
can enter comments
CC Roles receive notification once the transaction is fully approved
• Initiator is notified when the request is approved or sent back
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Workflow
Key Principles
• Sample of notification
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Workflow
Process
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Workflow
Process
• Once the transaction is submitted, a pop up window provides list of
approvers
Initiator can add
comment
Clicking on the link
shows the list of
approvers,
contributors and/or
CC roles
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Workflow
Process
List of approvers and
contributors
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Workflow
Process
• Notification is sent to the 1st approver and to contributors
Clicking on the link
takes the approver to
the approval page
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Workflow
Process
• Outstanding approval requests appear on the home page of the
approver
Clicking on the link
takes the approver to
the approval page
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Workflow
Process
• Alternatively the Pending Requests page also shows requests that
require approval
Requests
pending user
approval
Requests
approved by
user, pending
other
approvals
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Requests
initiated by
user
Requests for
which user is
contributor
Workflow
Process
• Approver can approve, send back, and / or add comments
If approved, notification is sent to next
approver,
Sendinitiator
Back and contributors
Approve
If sent back, notification is sent to initiator and
contributors. Initiator can then change the
request and re submit
If only comments are posted, notification is
sent to contributors and next approver
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Workflow
Process
• Approver can view comments from contributors and/or other approvers
Comments
from approver
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Comments
from
contributor
Workflow
Process
• With appropriate permission, an authorized user reviewing Employment
Information can be informed a request is pending approval
Clicking the link
takes the user to
approval page
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Workflow
Process
• Once the request has been approved by all approvers, initiator,
contributors and CC Roles are notified and the change becomes effective
Change is
effective in Job
History
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Workflow
Process
• Administrator can review requests
Requests can
be selected
based on
criteria
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Workflow
Process
• Administrator can modify the approval chain or decline the request
Administrator can
Lock Down the request ,
Add Another Approver,
Change Approvers, Remove
Approvers,
Route the Request to another
step or Decline
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Workflow
Configuration
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Workflow
Configuration
• For changes that need to go through workflow process
Conditions that trigger the workflow need to be defined
Approval / contributor chain needs to be defined
Notifications can be customized
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Workflow
Configuration
• Example of conditions
Marital status is changed
Cost center is changed
Leave of absence is entered
New employee is added with event reason = new position
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Workflow
Configuration
• Number of steps and approvers need to be defined
• Approval chain can be a combination of the following roles
Role : Employee, Employee Manager, Employer HR, Employee 2nd
Manager
Dynamic Role : approver is determined based on data of the
employee for which workflow is triggered
Dynamic Group: group of users
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Workflow
Configuration
• Contributor can be
A Role, a Dynamic Role, a Dynamic Group or a given Person
• CC Role can be
A Role, a Dynamic Role, a Dynamic Group, a given Person, an
External Email
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Workflow
Configuration
• Approval Chain
Step =
Approver
Contributor
gets notified
CC Role gets
notified once
request is
approved
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Workflow
Configuration
• Dynamic Role
If change is entered for an
employee working in Operations
and Department Head is part of
approval chain
=>
Carolyn Bliss is the approver
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Workflow
Configuration
• Dynamic Group
Anyone from
Talent
Management
Department can
approve
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Workflow
Configuration
• Person and External Email
Person must exist
in Employee
Central records
External Email
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Workflow
Configuration
• Notifications can be customized : Admin Tools -> Company Processes &
Cycles -> Company Settings -> E-Mail Notification Templates Settings
Notification subject
and content can be
modified
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Event Derivation
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Event Derivation
• When changing Job Information or Compensation Information from
Update Employee Records page, 2 options are offered
User selects event and event reason
User needs to
select Event and
Event Reason
The system determines event / event reason based on changes that
are entered
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Event Derivation
Event and Event Reason
are not available.
Event and Event Reason
are derived by the
system based on
changes entered
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Event Derivation
When transaction is
submitted
=>
The system detects that
Event Reason = Cost
Center Change
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Cost Center is changed
Event Derivation
• Once the request has been approved by all approvers, the record is
created in Job Information with appropriate event reason
Event Reason is
Cost Center
Change
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Event Derivation
• If Event Derivation is implemented
Customer must define rules that will determine which event / event
reason is applied based on changes entered by the user
• Samples of rules
Cost center is change => Event = Data Change, Event Reason = Cost
Center Change
 Job Code is changed and Pay Grade is higher than previous one =>
Event = Promotion, Event Reason = Merit
 Legal Entity is changed and country of Legal Entity is changed =>
Event = Transfer, Event Reason = International Transfer
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NOTE: Event Derivation is independent from Workflow
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Summary
• In summary the customer must determine
 the changes that need to go through approval workflow
 the conditions that trigger the workflow (configuration)
 the number of steps and approvers for each workflow (Foundation
Data - Workflow)
 who are the approvers for each step (Foundation Data – Dynamic Role
/ Workflow Group)
 the Event and Event Reasons corresponding to the changes that are
entered through self service (Foundation Data – Event Reason)
• If event derivation is implemented
The derivation rules must be defined (configuration)
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Questions
?
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Thank You
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