Inflow, Mutations and Outflow

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Laura CARBO

Difficulty: novice

Content

Learning Objectives

After reading this article, you’ll be able to:

  • Create an inflow/mutation/outflow
  • Create a task list
  • Create function provisions

Inflow, Mutations and Outflow

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The inflow/mutation/outflow (IMO) process is used to register and manage all tasks and (the handing out of) facilities associated with the inflow (onboarding) of new employees, changes in the function (mutations) of employees, and the outflow of employees. Different departments can perform these activities depending on the specific task or facility.

These tasks can be any task and can be created and managed by the client.

Examples of these tasks are:

  • Giving out a Laptop to a new employee by the IT department
  • Changing the access codes for an employee who is changing positions by the facility desk
  • Notify the manager about the first day of work of the new employee.
  • Taking the laptop back in when an employee leaves

Functions

Functions

  • Functions are created via the menu option: "Employees" > "Functions.”
  • Here you build a list of all the functions that can be set on an employee. This could, for example, be a Director, HR manager, Office manager, or Consultant).
  • The functions you define here can be set on the employee card in the ‘Function’ field.
  • In the next chapters of this description, we will tell you how to define intake tasks for a (new) employee based on their function.
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Function provisions

Function provisions

By configuring the function provisions, you define what tasks are generated when starting an inflow or outflow. You can set up general provisions for every new employee (Flowers on their first day) and function-specific provisions (specific access badge for Technicians).

Via function provisions, the menu option under "Employees,” you can define the following function provision types:

  1. Provisions - it is mandatory to link an asset to a provision. A provision is handed out during the inflow and taken in during the outflow process. For example, a laptop, phone, or access badge. These items will be registered in and out of use.
  2. Inflow tasks. For example, flowers on the first workday or for the manager a task to subscribe the new employee to some mandatory training program.
  3. Outflow tasks. For example: organizing a farewell party.
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Per function provision, the following fields and options are available:

Field

Description

Type

Provision, inflow task, or outflow task.
This choice determines some additional options.

  • If it is a Provision, you can specify the asset category and specific asset of the provision.
  • If it is an inflow task, it is only available in the inflow process.
  • If it is an outflow task, it is only available in the outflow process.

Function dependent

YES OR NO. IF THIS IS SET TO NO, THE PROVISION IS AVAILABLE TO ADD IN EVERY INFLOW PROCESS. IF THIS IS SET TO YES, ADD THE EMPLOYEE FUNCTIONS FOR WHICH THIS TASK OR PROVISION IS NEEDED. THE FUNCTIONS TO WHICH THE PROVISION IS APPLIED ARE ADDED AT THE BOTTOM OF THE PAGE IN THE ‘FUNCTIONS FACILITIES’ INCLUDE.

Basic issue/take in item

YES OR NO. IF THIS IS SET TO YES, THE TASK/PROVISION IS AUTOMATICALLY ADDED TO AN INFLOW/OUTFLOW/MUTATION IF RELEVANT TO THE EMPLOYEE FUNCTION. IF THIS IS SET TO NO, ADDING THIS PROVISION TO AN INFLOW/MUTATION/OUTFLOW IS OPTIONAL. FOR EXAMPLE, AN EMAIL ACCOUNT IS ALWAYS REQUIRED, WHICH IS CONSIDERED A BASIC ITEM. A SMARTPHONE MIGHT BE OPTIONAL (EVEN FOR EMPLOYEES WITH THE SAME FUNCTIONS). WHEN SET TO NO, THE PROVISION CAN BE ADDED AS AN OPTIONAL ITEM TO THE INFLOW.

Service group

Which group gets the task to handle this task/provision. For example IT or Facility.

Approver group

If this task/provision needs to be approved first. A group can be defined here. If it is left empty, the process of the intake task skips the approval step.

Dependent on

It is possible to specify another function provision here. The intake task will then wait upon handling this other intake task before generating a task for the service group to handle this task/provision.
For example, the task to install all the relevant software on the new laptop by the IT department can only be done after the laptop is ordered and received by the facility department.

Task list

it is possible to add task lists to a task/provision. You can just read further down the article to read more about task lists.

Asset category

Only available if "Type" is set to "Provision". In this field, the specific Asset category is defined.
In the intake task that will be generated based on this Provision, the service group can choose the (available) assets in this category.

Asset

It is possible to specify one specific asset. If this is done, this asset is automatically added to the intake task for this specific provision; the service group does not need to choose between all assets of a certain category.

This is only relevant for assets that are not uniquely registered but only once with a high quantity.

An example is a user account for a certain software system, you want to know who has an account, so you need to hand it out and register that it is in use by the employee, but all employees that use it, can be linked to the same asset.

If you want to track individual assets.
For example, you would like to know exactly which laptop is used by whom and how old that laptop is this field needs to be left empty so that a unique asset can be handed out for every intake task.

Task lists provisions

Task lists provisions

Info

N.B: Task lists are optional and not needed for a correct inflow process

Every function provision in the previous part will generate a separate intake task to be handled by the service group. To avoid a lot of steps and clicking, it is possible to configure task lists.

An example of a task list:
- Create copies of the passport of the employee
- Sign the employee in for the introduction program
- Register the names and phone numbers of the emergency contacts of the employees".

By creating a task list, HR would see one task in their task list instead of three separate tasks.

Step 1: create a new tasks list provision

  1. Navigate to “Task lists provisions” in the menu on the left under “Employee.”
  2. Click on the “Add” button next to Pivot.
  3. Click the “Add” button to add an (extra) task.
  4. You can rearrange the display order by changing the order number.
  5. Add a description of the task in the “Task” field.
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Now you have created a task list, and the task with the list inside will show up on the startBoard of the user responsible for the task after starting an inflow process.

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Step 2: Add the task list provision as a function provision

A task list can be added to a “Function provision” and shown in an intake task generated based on this function provision.

Follow the next steps to add a task list to a function provision:

  • Navigate to “function provisions” under the menu option “Employees”
  • Select the function for which you want to add a task list and press the “Search” button.

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  • Press the “Add” button to create a new function provision
    Fill in the fields; if you need extra info about a field, hover over it, and a help text will appear.
    Please note that you choose the “Service group” that fits the task list you add to the provision.

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This makes it possible only to have one main task; for example: "Inflow HR Task List,” a list of tasks that can be shown to the service group as a reminder to do all those tasks.

Inflow

Inflow

Step 1: Start the inflow

You can start a new inflow in two ways:

  1. Open an employee card > navigate to the "Issue/take in" tab > click the ‘New’ button > choose inflow > Ok. The planned date is set automatically based on the employee’s hire date.
    Note: this is the preferred
  2. An inflow can also be created via the left menu option "Issue/take in.” Press the “new” button. Next,
    choose the option inflow and press the “Create” button. In this case, the employee and planned date (hired date) must already be set during the creation of an employee.

Step 2: Submit the inflow

  • After the employee and the planned date are set (both mandatory fields), the inflow can be submitted.
  • The status will change to "Submitted” and Asset will generate all the basic intake tasks for this inflow based on the function provision settings (in relation to the function of this employee).

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Step 3: compose inflow (doublecheck settings and add additional tasks/ facilities)

  • In this status, the inflow/outflow manager can add additional intake tasks and remove intake tasks.

  • Also, the service group of a specific intake task can be changed (To allow users to divert from the standard settings).
  • After all the relevant tasks are added for this inflow, the inflow can be forwarded the inflow via the function "Composition completed."

Step 4: Approval of composed inflow (optional)

  • When enabled in the module settings, the new employee’s manager receives a task to approve the inflow (or changes some of the intake tasks, add or remove task) if this setting is "Yes.”
  • If the setting is disabled or when the manager approves the inflow, the inflow will get the status "In progress," and the sub-workflow for all the intake tasks will be started.

Step 5: handling the inflow tasks

Each of the intake tasks also follows a workflow. This workflow has the following options:

  • Waiting:
    If the intake task is dependent on another intake task (based on the settings in the related function provision), it will start in the status "Waiting.” After handling the dependent intake task, it will automatically continue to the next status.
  • Review:
    If the intake task needs to be approved (based on the settings in the related function provision), it will get this status, and a task for the "Approve by" group is generated.
  • Execute:
    In this status, the intake task can either be handled directly or assigned to one specific person in the service group (the intake task will then get the status "Execution" with the same options).
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Step 6: inflow finished (incl. optional approval from the inflow outflow manager)

When all tasks are finished, the inflow workflow will automatically close. Or when the setting ‘Review handling’ is enabled in the module setting, the inflow outflow manager will get one final task to review the inflow.

Mutation

Mutation

Mutation is used when an employee changes function.

How to create a mutation

  • To create a mutation, follow the steps explained in the previous chapter on ‘Inflow. Ensure that in step 1, you select ‘Mutation’ instead of ‘Inflow.’

Inflow vs. mutation

  • The mutation process is almost identical to the inflow process. The difference is that the mutation process considers the provisions already handed out and compares them to the provisions needed for the new function. For example, the employee is changing to a position where the employee no longer requires a mobile device.

Issue tasks and intake tasks

In case of a mutation, the system will

  • Generate the issue tasks based on the new function of the employee. These work the same as inflow tasks and;
  • Checks which facilities the employee currently has to see if they are no longer relevant for the new function. For those facilities, intake tasks are generated (so take in the asset instead of giving it out).

Outflow

Outflow

How to create an outflow

To create an outflow, follow the same steps as you would for an inflow; only choose “Outflow” instead of “Inflow” in step 1.

Outflow vs. mutation

The outflow process is similar to the inflow process, with the only difference in how intake tasks are (automatically) generated and the possibility that the intake tasks for type "Provision" require the intake (instead of the handing out) of an asset.

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When the outflow is submitted, all the tasks related to the employee’s function or without a function (applies to all) with the type "Outflow task" will be generated. Intake tasks are generated to take in all assets. These tasks are assigned to the same group that gave the asset out to the employee in the first place.

Summary

  • Using the inflow/mutation/outflow process, you can manage the different tasks regarding the various processes.
  • You can create and edit function provisions and task lists to simplify/optimize your inflow/mutation/outflow process.

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