Assigning HR Processes to an Employee

Before you can perform this task, you must create at least one HR process by using the Maintain-HR Processes window.

Use the following steps to assign HR Processes to an employee.

  1. In the Details>HR Processes tab, select the employee who needs the process added from the drop-down list.
  2. Click Assign Processes. The Add Processes for employee ID: (employee ID) window displays.
  3. Select a Process to assign to the selected employee (for example, New Hire Process).
  4. Select the Date Assigned. You can assign the same process multiple times to an employee if each assignment occurs on a different date.
  5. If the selected process type is customized for different locations, departments or process groups, you can restrict the assignment by selecting the appropriate values from the Restrict by options.
  6. Review the Items to be added list to make sure it meets the requirements for the selected employee and process.
    • Items that are marked Required in the process (Maintain>HR Processes) are shown as required in the list. You cannot change the requirement from this view. To edit the task, use the Maintain>HR Processes feature.
    • Assign the HR/Payroll Staff, Manager, Supervisor, and Other Approvers.
    • You can delete a row if a task does not apply to the selected employee.
  7. Click Add to assign the tasks to the employee's list and return to the HR Processes tab, or Cancel to return to the tab without assigning the tasks to the employee.
  8. The system displays a message that shows how many tasks have been added to the list. Click OK to continue.
  9. In the HR Processes tab, edit each task row as follows:
    1. Check the Web Approval option for the task if it should appear in the approvers' check list in EWS.
    2. Add any Notes that apply to the task for this employee.
    3. Select one or more approvers who must add their approval when the employee has completed the task.
  10. Click Save to save your changes.
  11. If HR Notificiations is used, the Employee, Managers, Supervisors and Other Approver will receive notifications regarding their assigned Tasks. Use the Notifications Log, to view HR Process notifications created using Activities>Notifications Log.

    12. If you delete any Assigned Processes from an employee's record, you will need to manually delete them from the Notifications Log. Otherwise, if using HR Notificiations, the emails will get sent.

  12. When the employee completes a task in the list, you can update the task as follows:
    1. Check the Completed option.
    2. Enter the completion date in the Date Completed column.
    3. Edit or add any Notes that apply to the task.
    4. If Web Approval is selected, each approver can review and approve the task in EWS. The Date Approved is populated automatically for each approver.

When you assign an HR process to an employee, an audit record is created. Use Query>Run Query>HR Processes to view assignments within a specified date range.