Info
Note: This documentation is provided in its previous/legacy format. A comprehensive restructuring and optimization effort is planned, and the content will be updated accordingly.
Employees
Goal
The employee functionality is currently still limited. It is possible to create employees, add private information (address, email, phone number, etc.) and to register an inflow/mutation/outflow process for employees.
An explanation of the inflow/mutation/outflow process can be found further down.
Description
The group '4. Employee Editor' (FMB-G036) is required to view, create and edit employees (objects). Users with this group also have the option to create contacts in the 'Employee' category.
Employees can be created from the Contact page (category Employee). When creating an employee from a (work) contact, Axxerion creates a new private contact in the category 'Private contact employee'. Both work- and private contact will be linked to the newly created Employee. Register the private contact information on the Employee page.
Contacts in the category 'Private contact employee' are also only visible for users with the group '4. Employee Editor'.
To view the employee information, select the function 'Show employee' on the contact page. This button is only visible if there is already an employee created and also the user needs to have the group '4. Employee Editor'.
Authorizations
Group | Reference | Comment |
|---|---|---|
| FMB-G036 | Gives access to creating an editing employees |
Configuration options
Not relevant
Data imports
Default imports are available:
- Import employees
Inflow / Outflow / Mutation
Goal
The inflow / Mutation / outflow (IMO) process is used to register and manage all tasks and (the handing out of) facilities associated with the inflow (on boarding) of new employees, changes in the function (mutations) of employees and the outflow of employees. These activities can be performed by different departments depending on the specific task or facility.
These tasks can be any type of 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
In the rest of this document, these types of tasks are mentioned as "intake tasks" (even if the task is to hand out a facility).
Workflow used
This process uses workflow version: FMB-WF-1905003-01 & FMB-WF-1906001-01
Description
These functionality consists of the following main objects:
- Employees (Object "Employee")
- Functions ((Object "EmployeeFunction")
- Function provisions (Object "CodeType")
- Task lists provisions (Object "CodeType")
- Inflow proces (Object "Intake" and "IntakeItem)
- Mutation proces (Object "Intake" and "IntakeItem)
- Outflow proces (Object "Intake" and "IntakeItem)
The following parts describe these subjects.
Employees
In order to use this functionality, the employee module needs to be used, because inflows, mutations and outflows are linked to employees.
Functions
The different (Employee) functions that are used by the client, can be defined via the menu option "Employees" - "Functions". This is a plain list of all the functions (e.g. Director, HR manager, Office manager, Consultant) and these functions are used in the next part, to determine what intake tasks are needed for a (new) employee, based on there function.
Function provisions
Via function provisions (menu option under "Employees"), the different tasks and facilities that are required or optional for the inflow and outflow of employees can be added.
In this context, provisions can be defined as two things:
- Tasks that need to be handled for the inflow or outflow of an employee, whitout the employee actually receiving an item that needs to be handed back when the employee leaves. E.g. The task to order and give the new employee a bouquet of flowers as a welcome gift (this bouquet will not be registered as "in use" by the employee and the bouquet does not need to be given back when the employee leaves).
- Facilities that need to be handed out to the employee (or taken back in). These facilities will be registered as in use by the employee (E.g a laptop and smartphone)
Per function provision, the following fields and options are available:
Field | Description |
|---|---|
Name | The name of the task or provision |
Description | A description of the task or provision |
Type | Choice between 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 or outflow task, it only becomes available in the specific inflow or outflow proces. |
Function dependent | (Yes/No) If this is set to No, the provision is available to add in every inflow proces. If this is set to Yes, it becomes possible to add the employee functions for which this task or provision is needed. This provision then only becomes available to add in inflow processen for employees with these specific employee functions. |
Basic issue/take in item | (Yes/No) If this is set to Yes, the task/provision is automatically added to an inflow/outflow/mutation if it is relevant for the employee function. If this is set to No, it is optional to add this provision to an inflow/mutation/outflow (E.g an email account is always required, so this is considered a basic item. A smartphone might be optional (even for employees with the same functions). |
Treatment group | Which systemGroup gets the task to handle this task/provision. |
Approver group | If this task/provision needs to be approved first, a systemGroup can be defined here. If it is left empty, the proces of the intake task skips the approve step. |
Dependent on | It is possible to specify another function provision here. The intake task will then wait upon the handeling of this other intake task, before generation a task for the treatment group to handle this task/provision. E.g. 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 | In order to avoid having to handle a lot of separate tasks via the system by the same treatment group, all tasks related to the same main task, it is possible to add task lists to a task/provision. See the next part in this description for more information 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 treatment group can choose between all the (available) assets in this category (to hand out to the employee). |
Asset | It is possible to specify one specific assets. If this is done, this asset is automatically added in the intake task for this specific provision, whiteout the treatment group needing to choose between all assets of a certain category. This is only relevant for assets that are not register uniquely, but only registered 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 handed 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 do want to know exactly which laptop and smartphone is used by whom and how old is that laptop and which sim cart is issued to that smartphone) this field needs to be left empty, so a unique asset can be handed out for every intake task. |
Task lists provisions
Every function provision in the previous part will generate a separate intake task to be handled by the treatment group. In order to avoid a lot of administrative clicking, and bundle multiple tasks together in one task (without the need for a separate proces for each task), it is possible to configure task lists (a list of task names and the order in which these tasks are displayed in a list). A task list can be added to a Function provision and is the also shown in a intake task that is generated based on this function provision. The intake task can be handle just like any other intake task, but the task list is also shown and each of the items in the task list can be set to "executed" (Yes/no) with the possibility to add a comment.
This makes it possible to only have one main task (E.g. "HR tasks for the inflow of a new employee") to have to (administratively) handle, but a list of "Sub" tasks can be shown to the treatment group, as a reminder to do all of those tasks, before handeling this (main) task. For example: -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".
N.B: Task lists are only optional and not needed for a correct inflow proces
Inflow proces
After the above objects are all registered, the actual inflow process of new employees can start. An inflow can be created via the tab "Issue/take in" wihtin the context of a specific employee. The employee will then be set automatically in the inflow, as well as the planned date (set on the "Hire date" of the employee).
An inflow can also be created via the left menu option "Issue/take in" and the employee and planned date need to be set in the first step of the inflow proces..
After the employee and the planned date are set, the inflow can be submitted and will get the status "Submitted". The system will have generated all the basic intake tasks for this inflow, based on the function provision settings (in relation to the function of this employee). In this status, the inflow/outflow manager can still added additional intake tasks (Any function provision can be added if desirable, even if the function provision is not related to the function of the employee) and remove intake tasks. Next to that the treatment group of a specific intake task can be changed (To give users the freedom to divert from the standard settings, if in this specific situation, the tak needs to be done by another group).
After all the relevant tasks are added for this inflow, the inflow manager can forward the inflow via the function "Composition completed". Based on the client setting (Review IMO (manager) (Yes/No) the manager of the new employee will receive a task to approve the inflow (or changes some of the intake tasks (e.g. add or remove some of the tasks/facilities needed for this employee) if this setting is "yes".
If the setting "Review IMO (manager)" is set to "No" or the manager has approve the inflow, the inflow will get the status "In progress" and the sub workflow's for all the intake tasks are started. Each of the intake tasks needs to be completed (or cancelde) before the inflow will progress to the next status.
Inflow tasks
As stated above, each of the intake tasks also follows a workflow. This workflow has the following options:
- Waiting: If the intake taks is dependent on another intake task (based on the settings in the related function provision), it will start in the status "Waiting" and will automatically continue to the next status after the dependent intake task is handled.
- 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 taks 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 treatment group (the intake task will then get the status "Execution" with the same options).
Object use
Based on the typ of intake task (inflow task or provision) either the task can be handle without any extra options (Type = inflow or outflow task) or an actual asset needs to selected (Provision: the asset that is handed out to the employee) and (via the button "Hand out" in the intake task) an object use is automatically created (the linke between an object and who used it. In case of an intake task of the type "provision", it is not possible to handle the task without giving out an asset.
N.B: In the outflow (or mutation proces, if the employee changes to a function in which he or she no longer needs a specific facility) the active object use of the employee is used to determine which intake tasks need to be generate.
Inflow tasks (continue)
- Executed : After the inflow task is handled, the status will be "Executed" and if all the inflow tasks are executed (or cancelde, which is also possible in an intake task), the inflow process will continue to the next status. This is either:
- Executed: with a task for the inflow/outflow manager to approve the inflow (this step can be used to generate a loan agreement (This document will need to be created by a consultant, as this is not available by default). The inflow will go to this status if the client setting '"Review handling" is set to yes.
- Closed: If the client setting "Review handling" is set to No, or the inflow manager has approved the inflow. In this status, the proces is closed.
Mutation proces
The mutation proces is equal to the inflow proces, with the only difference in how intake tasks are (automatically) generated and the possibility that some intake tasks for type "Provision" require the intake (instead of the handing out) of an asset.
Automatically generating intake tasks
In case of a mutation (an employee changes functions), the system (after the mutation is submitted) will generate the intake tasks based on the new function of the employee, but also checks what facilities (based on active object use) the employee currently has, that are no longer relevant for the new function (no function provisions for this function and provision combination) . For those facilities, intake tasks are generated (To take in the asset instead of give it out).
Next to that, in the next step (Submitted), the inflow/outflow manager can also add extra tasks for the intake of facilities (selection options are based on the current assets the employee has).
Intake tasks to take in a provision
Intake tasks for the intake of a facility, differ to the intake tasks to give out a facility in the following ways: -The asset is automatically set in the intake task (no need to select it) -In the intake task, the function "Take in" needs to be executed (which will set the endDate of the object use) before the task can be handled
Outflow proces
The outflow proces is equal to the inflow proces, 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.
When the outflow is submitted, all the tasks related to the function of the employee or without a function (applies to all) with type "Outflow task" will be generated. Next to that, just like in the mutation proces for assets that are no longer needed for the new function, based on all the object use, intake tasks are generated to take in alle the assets. These tasks are assigned to the same group that gave the asset out to the employee in the first place.
Authorizations
The following user groups apply:
Group | Reference | Comment |
|---|---|---|
| FMB-G025 | Group gives access to create and edit the functions, function provisions and the inflow/muation/outflow proces |
| FMB-G029 | Group is automatically assigned to the manager of the employee in the context of an intake |
| FMB-G023 | Group is automatically assigned to the group that needs to approve the intake task in the context of an intake task (intakeItem) |
| GOB-G031 | Group is automatically assigned to the group that needs to handle the intake task in the context of an intake task (intakeItem) |
Configuration options
The following configuration options are available:
Settings, employee tab:
- Review IMO (manager) (Yes/no). Determines whether the manager of the employee needs to approve the inflow/mutation/outflow before the intake tasks are started.
- Review handling (Yes/no). Determines whether the inflow/outflow manager gets a taks to close(approve) the inflow/mutation/outflow manually after al the intake tasks are handled, or that the process closes automatically
Next to those settings, the client themselves (user with the "Inflow / Outflow manager" group) can create the functions, function provisions and task lists them self, resulting in a very configurable process for the client.
Data imports
The following standard imports are available:
- FMB-F-051 Import employee functions
- FMB-F-052 Import function provision tasks
- FMB-F-053 Import function provision task functions
- FMB-F-054 Import employee asset objectuses