1. Workflow & Event Derivation Workshop

2. Agenda Workflow Key Principles Workflow Process Workflow Configuration
Event Derivation

3. Workflow Key Principles

4. 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

5. Workflow Key Principles

6. 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

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

8. 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

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

10. 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.

11. Workflow Key Principles
Sample of notification

12. Workflow Process

13. 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

14. List of approvers and contributors
Workflow Process
List of approvers and contributors

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

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

25. 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

26. Workflow Configuration

27. 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

28. 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

29. 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

30. 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

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

32. 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

33. Workflow Configuration
Dynamic Group
Anyone from Talent Management Department can approve

34. Workflow Configuration
Person and External
Person must exist in Employee Central records
External

35. Workflow Configuration
Notifications can be customized : Admin Tools -> Company Processes & Cycles -> Company Settings -> Notification Templates Settings
Notification subject and content can be modified

36. Event Derivation

37. 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

38. 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

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

40. 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

41. 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

42. 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)

43. Questions ?