HR Processes

Access this form using Maintain>HR Processes

Use this form to create HR process workflows that you can use for new employee orientation, hiring processes, termination, or other human resources processes. The workflows you create can be monitored and assigned to employees using the form in the Details>HR Processes tab. Top-level process categories are created and maintained in the HR Processes Code Table.

 

Process type options

Process Name: Select a Process Name from the list. The process names are maintained in the HR Processes Code Table.

Process Type: Enter a Process Type for this task set. This value you enter must be unique. Click the plus sign (+) next to the Process Type to display the tasks associated with it.

Title: Enter a text title for the process. This title will be used if you print a process report.

New Hire: Select this check box if the process type applies to new hires.

Job Change: Select this check box if the process type applies to a job change.

Pay Change: Select this check box if the process type includes a change in the pay rate.

Request FMLA: Select this check box if the process type includes a request for FMLA leave.

Department Change: Select this check box if the process type includes a departmental change.

Location Change: Select this check box if the process type includes a change in the employee's geographical location.

Termination: Select this check box if the process type applies to employee termination.

Task options

Order: Enter a number that represents the order in which the task should be performed within the process.

Task: Enter a name for the task.

Title: Enter a title for the task. The title can be selected for display in a process report. If using HR Notificiations, this title will be used as the Subject in your emails.

Description: Enter a free-form description of the task. This field is limited to 8,000 characters. If using HR Notificiations, the description will be used as the Body in your emails. See Field Labels that when used in a generic email message, will become personalized and meaningful content, when sent.

Assign Process Group: To restrict the task to a single process group, select the group name from the list.

Assign Location: To restrict the task to a single location, select the location name from the list.

Assign Department: To restrict the task to a single department, select the department name from the list.

Required: Select this check box if the task is required. The requirement is displayed when you assign the process to an employee.

Web Approval: Select this check box if the task should be displayed in the approvers' HR Processes check list in EWS.

HR Approval: Select this check box if the task requires approval from a Human Resources representative.

Mgr. Approval: Select this check box if the task requires approval from a manager.

Sup. Approval: Select this check box if the task requires approval from a supervisor.

Other Approval: Select this check box if the task requires approval from someone other than a manager, supervisor, or HR personnel, such as an IT representative.

Send Email: Select the box to enable email notifications for the task using HR Notificiations. If the Send Email check box is not selected, email notifications will not be sent.

Note: The Send Email option can only be used with HR Notificiations. HR Notificiations must be installed on your SQL Server and the SMTP Email connection must be set up before MIP Accounting can send email notifications. For more information about HR Notificiations see the Human Resource Management Installation Guide.

Email Recipient: Enter the email addresses for those people who should be notified when the task is added or updated, based on the Email Send selected for the task.

1. Enter the email recipient information. Below are the different ways you can enter the email recipient information.

• Email address - Enter an email address to ensure that the task always goes to a specific person, such as your IT groups to set up a computer for a new employee.
• Blank - Leave the email recipient field blank to send the task notice only to the employee to whom it is assigned. Be sure to complete the employee's email address information, see Details>Employee Info section below.
• <Assigned> - Enter <Assigned> to send the task notice to the HR person, manger, supervisor, or other employees who were selected for approvals. Be sure to complete the selected employee's email address information, see Details>Employee Info section below.
• Multiple emails - To send the task to multiple people, you will need to enter all of the email addresses and use a semicolon (;) between each one.

Note: If you specify an approver who is not already designated as a manager or supervisor in MIP Accounting, you will need to either give them management permissions (Maintain>Timesheet Setup>Employee Timesheet Settings) so they can view the Manager menu in EWS. Since a non-manager approver has no reporting employees, the Approve HR Processes page will be the only management-level page with data that they can view. Alternately, in MIP Accounting>Employee Web Services>System Settings on the EWS SQL Server, move the HR Processes menu item to the Personnel menu. For information about granting management permissions, see User Security and Employee Timesheet Settings.

Status: Select Active to make this task available for assignment in the Details>HR Processes tab. Select Inactive if the task is not currently in use.