Workflow & Event Derivation Workshop

Agenda Workflow Key Principles Workflow Process Workflow Configuration Event Derivation

Workflow Key Principles

Workflow Key Principles It is possible to trigger workflow from the following pages Add New Employee Take Action Personal Information No workflow triggered from Employment Information page itself

Workflow Key Principles

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

Workflow Key Principles Workflow can be configured for any of the transactions

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

Workflow Key Principles From Personal Information page, workflow can be triggered when Home Address Information is changed

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.

Workflow Key Principles Sample of notification

Workflow Process

Initiator can add comment 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

List of approvers and contributors Workflow Process List of approvers and contributors

Clicking on the link takes the approver to the approval page Workflow Process Notification is sent to the 1st approver and to contributors Clicking on the link takes the approver to the approval page

Clicking on the link takes the approver to the approval page Workflow Process Outstanding approval requests appear on the home page of the approver Clicking on the link takes the approver to the approval page Request does not appear on To-Dos of contributors

Workflow Process Alternatively the Pending Requests page also shows requests that require approval Requests pending user approval Requests initiated by user Requests approved by user, pending other approvals 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, initiator and contributors 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 Send Back Approve Request does not appear on To-Dos of contributors

Workflow Process Approver can view comments from contributors and/or other approvers Comments from approver Comments from contributor Request does not appear on To-Dos of contributors

Initiator can withdraw the request Workflow Process Initiator can withdraw the request at any stage before it is fully approved Initiator can withdraw the request Request does not appear on To-Dos of contributors

Approver can update the request Workflow Process It is possible to allow the approver to edit and update the request. Once the request is updated and re submitted, the approval chain is re calculated Approver can update the request Request does not appear on To-Dos of contributors

Clicking the link takes the user to approval page 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

Change is effective in Job History 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

Requests can be selected based on criteria Workflow Process Administrator can review requests Requests can be selected based on criteria

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

Workflow Configuration

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

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

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

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

Workflow Configuration Approval Chain Approver can update the request Step = Approver Contributor gets notified CC Role gets notified once request is approved

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

Workflow Configuration Dynamic Group Anyone from Talent Management Department can approve

Workflow Configuration Person and External Email Person must exist in Employee Central records External Email

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

Event Derivation

User needs to select Event and Event Reason Event Derivation When changing Job Information or Compensation Information from Take Action page, 2 options are offered User selects event and event reason The system determines event / event reason based on changes that are entered User needs to select Event and Event Reason

Event and Event Reason are not available. Event Derivation Event and Event Reason are not available. Event and Event Reason are derived by the system based on changes entered

Event Derivation When transaction is submitted => The system detects that Event Reason = Cost Center Change Cost Center is changed

Event Reason is Cost Center Change 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

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 NOTE: Event Derivation is independent from Workflow

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)

Questions ?