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WORKFLOW SAMPLES#

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Sample 1 - A New Hire Workflow Procedure #

Goal #

To have the system take the user through a series of steps when an employee is hired into the database. The system is also responsible for issuing an email to the new employee's manager informing them of the new hire.

Notes#

In order for the process to work correctly and have the workflow actions closed, completion clauses may be written so that you must enter a value in some field in IEID to close the WF loop, and/or elect the new hire into a BE plan in IBEL for that one.

Logistics#

Go into IEHR and complete the screen with all of the pertinent information. In order for the manager to receive the email, there must be an association made between the manager and the new employee. This association will be made in the "Supervisor" field on IEQH. Upon saving the record the following workflow actions will occur:

• The user will first be taken to the IEID screen. Just launching the screen will mark the action log as completed.
• The next screen the user will be taken to will be IBEL.
• The last workflow action to take place is the running of the RBBS report.

Steps#

1. Go into IEQH and complete the screen for a new EE
2. Ensure that the employee is associated to a manager that has an email address indicated on their IEAS record. This is required to issue the email to the manager gets sent.
   
   

Print Screens of Workflow Action Setup#

wf_9-1.jpg
This figure reflects the WF action setup required to have the user go to the IEID screen. Please note that a log will only be generated when a workflow actions is fired.

This figure reflects the setup of the WF action required for the user to go to the IBEL screen.

wf_9-3.jpg

This figure reflects the set up required to send an email to the manager.

wf_9-4.jpg

This figure reflects the set up required to have the system generate the RBBS report.

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Sample 3 - Set Up Of Workflow UserCalc#

wf_9-5.jpg

The figure above indicates the variable that was set up for this UserCalc. Please note that the variable here has been referenced in the UserCalc, so it is mandatory that you create it.

wf_9-6.jpg

wf_9-7.jpg

The following information was extracted from the notes section of the NEW EE EMAIL workflow action.

Please welcome a new employee to your team.

This e-mail notification has been sent to you from the Human Resources system, to inform you that <<eid.first_name>> <<eid.last_name>> has joined our organization. <<Gender>> is scheduled to begin work on <<eem.hire_date>> as a <<easd.assignment_title>>.

<<eid.first_name>> has received the following materials: a) Employee Handbook b) Benefits Options Handbook c) Benefit and Wage Statement

Note - all employee records are now accessible via Self Service.

To view/edit the information above, please go to http://localhost:7780/selfService/action.enter

Please contact us at ext. 3339 if there are any questions.

Thank you, Human Resources Department

wf_9-8.jpg

Below is the line with what will be displayed in the popup message box.

Please go to the Employee Information screen to attach <<eid.first_name>> <<eid.last_name>> picture.

wf_9-9.jpg

Below is the line with what will be displayed in the popup message box.

Please go to the Benefit Elections screen to complete the necessary information for <<eid.first_name>> <<eid.last_name>>.

wf_9-10.jpg

Conclusion#

What you should observe is our system's workflow leading you through a series of screens that have been defined in the New Hire UserCalc above. In addition to having the system navigate you through the required screens, an email will be sent to the manager of the employee being hired into the system. Therefore, the manager must have his email indicated in his IEAS screen and the new hire must be associated to this manager through the "Supervisor" in IEQH.

Update the Job Seniority Date Field #

Goal#

To automatically adjust the Job Seniority Date when the employee returns to work after being on leave.

Notes #

In order for the UserCalc to work, the employee must have their current employment status set to "LEAVE".

Logistics#

The user will go into the IEAS screen and change the status from LEAVE to ACTIVE. The system will update the Job Seniority Date field to the Effective Date. The system will also blank out the leave date and leave reason fields.

Procedure#

1. Go into IEAS for an employee. Ensure that the record you are using is for an employee that is on LEAVE.
2. Change the Employment Status field from LEAVE to ACTIVE.
3. Cut an effective record and save.
   
   

wf_9-11.jpg

The figure above displays the variables required for this UserCalc.

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Sample 4 - Update the Job Seniority Date Field #

Goal#

To automatically adjust the Job Seniority Date when the employee returns to work after being on leave.

Notes #

In order for the UserCalc to work, the employee must have their current employment status set to "LEAVE".

Logistics#

The user will go into the IEAS screen and change the status from LEAVE to ACTIVE. The system will update the Job Seniority Date field to the Effective Date. The system will also blank out the leave date and leave reason fields.

Procedure#

1. Go into IEAS for an employee. Ensure that the record you are using is for an employee that is on LEAVE.
2. Change the Employment Status field from LEAVE to ACTIVE.
3. Cut an effective record and save.
   
   

wf_9-11.jpg

The figure above displays the variables required for this UserCalc.

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Sample 5 - Send An Email To The Manager At Specific Time Intervals #

Goal#

To issue an email to the manager at a time interval of 8 days and 32 days after an employee has been put on leave. These will be future-dated emails and will ask the manager to verify that the employee has submitted the proper paper work, forms that we will call the STO1 and STO2 respectively.

Notes#

In order for the UserCalc to work, the employee must have their current employment status set to "ACTIVE".

Logistics#

The user will go into the IEAS screen and change the employment status from ACTIVE to LEAVE and they must also enter a LEAVE DATE. The system will issue an email at 8 days and 32 days after the leave date to remind the manager that they must check to see that the employee has submitted the necessary forms (STO1 and STO2). Since these are future dated emails, you can check the Logs tab of the specific workflow actions to determine if they were processed. Note that the workflow action will not be completed until the future date. You can run the RMWF process to provide you a list of the workflow actions and specify the date values in the "From Date" and "To Date" fields.

Procedure#

1. Go into IEAS for an employee. Ensure that the record you are using is for an employee that is ACTIVE.
2. Change the employment status field from ACTIVE to LEAVE.
3. Enter a date value in the Leave Date field.

wf_9-13.jpg

This figure reflects the IMWA setup required for the email notifications. No completion clause is required for these email workflow actions as they are date sensitive not response sensitive. We will use the same action for both emails.

wf_9-14.jpg

The figure above describes the variables that are required for this workflow UserCalc.

wf_9-15.jpg

wf_9-16.jpg

Please refer to the Description section in the figure above, which indicates what will be displayed in the first email notice sent to the manager.

In order to future date the emails a specific number of days is required. Refer to line 30; a variable was created called 1ST EMAIL, which stores date value, specifically the Leave Date plus 8 days. Once it has been stored in the variable it is used in line 40 (in operand 2) to be the date that the email will be issued. The same concept was applied for the second email notice.

wf_9-17.jpg

Please refer to the Description section in the figure above, which indicates what will be displayed in the second email notice sent to the manager.

Conclusion #

What you should observe is that in the Logs Tab for the workflow action used in the UserCalc, there will be two entries. For example, the purpose of the first instance of the workflow action entitled "LV EMAIL NOTICE" is to issue the email 8 days after the employee has gone on leave. Therefore, if the employee has been placed on leave on 15-Sep-2007, the due date for this workflow action will be 23-Sep-2007 (+8 Days). With respect to the second instance of it, the due date will be 17-Oct-2007 (+32 Days).

Sample 6 - Sending An Email To A Specific Identity#

Statement#

The company hires a new employee. An email is to be sent to a specific person (Identity) (other than the manager) to inform them to enroll the employee into the company's standard benefit package.

Set up the IMWA screen as indicated below.

wf_9-18.jpg
The person must have an email address in IEAS (Prime Assignment) in order for the system to issue the email to a business email account for them.

The following diagram illustrates the UserCalc that calls this workflow action.

wf_9-19.jpg

Sample 7 - Update A Field #

Statement#

An employee changes from one unit to another. The Job Seniority Date field is to reflect this change and store the Effective Date as its new value. In this example, it is the Job Seniority Date field that is to be updated. Please note that for this example, there is no IMWA set up required. The update is handled through the UserCalc.

The following diagram illustrates the UserCalc that will be initiated to reflect the change in unit.

wf_9-20.jpg