Set up HR Workflow in 6 steps for Accountant environments

Introduction

In Nmbrs® it is possible to use HR Workflows. The HR Workflow is a   follow-up of tasks and can be applied to all types of employees. Such as active employees, external or job applicants. In this article we explain you in 5 steps how you and your client can use HR workflows in an efficient way.

HR Workflow step by step

Other HR Workflow functionalities

The HR workflow uses many components. Below you will find an overview   of all possible functionalities and how to set them up. 


 

Step 1. Adjust the rights in the template users

To be able to use the HR Workflows and the associated functionalities,   you must first add this to your own user template via "Template users"   under "User accounts" at the highest level. For the other templates such as company logins, managers and employees this also needs to be activated. Two new templates are available for the Master Client level.   These are covered in step 2.

The settings for Master Accountant Templates, needs to be activated in the following templates: 

Master Accountant Templates

  • Administrator (with debtormanagement)
  • Debtormanagement
  • Debtormanagement+Master, Administrator (with debtormanagement)

1. Activate the following dashlets on the tab 'Debtor'

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2. Activate the following dashlets on the tab 'Employee'

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Master Employees 

A new template is available for employees. You can add this template via 'Template Users' at Master and Debtor level. Once the template is added, it's possible to create a login based on the template to the relevant applicant or employee.

  • Applicant / Future employee Login (System)

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Step 2. Create users

For an optimal use of the HR workflow there are two new ' Master Client'   templates made available. These templates have rights at debtor level   and can also adjust and add settings at debtor level. The templates   have the following system names:

  1. HR Manager (System)
    This template mainly has rights for HR related matters. 
  2. (Scenario 3) General Manager Payroll & HR (System)
    This template has both HR and Payroll rights and with which it's possible to (for example) do a run.

You can add these templates via 'Template Users' at Master and Debtor level.   Once you have made the templates available, you can go to the relevant debtor   and create a login for the template..

Make template available:4.png

Via template users you can click on the dashboard editor to see which functionalities are part of the template rights:5.png

Create login:

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Step 3. Appoint an HR and Payroll manager

After logins have been created for the HR manager and / or Payroll manager, you can   set up the 'Roles and responsibilities' functionality at debtor level.   Here you choose per debtor who is responsible for the HR processes and / or the Payroll processes. 

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Why this dashlet?

To be able to use the standard HR Workflows made by Nmbrs,   it is important to include 'Roles and responsibilities' in the dashlet, to indicate who is responsible for HR and for the Payroll. 

These roles are used in the system HR Workflows. Of course it is possible to deviate from this within each task in an HR Workflow, by assigning tasks to a specific user.

Example

In the image below you can see the system workflow 'Accept applicant'.   In the section 'workflow by default assigned to' is the HR Manager selected as default. This means, the HR manager selected in the dashlet 'Roles and responsibilities', will always be the main responsible for this workflow. If a task can't be assigned to a user, it will automatically be assigned to the default user of the workflow.

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Which logins can be selected within this dashlet?

Not every login can be selected within this dashlet. Below you can find an overview of the available options for the dashlet 'Roles and responsibilities'.

HR manager

Master Company login
-
(Scenario 3) Business administrator 
- (Scenario 2) Salary input + run requests
Master Client
- HR Manager (System)
- (Scenario 3) General Manager Payroll & HR (System)

Payroll Manager

Master Company login
- (Scenario 3) Business administrator 
Master Client
- (Scenario 3) General Manager Payroll & HR (System)

 

Step 4. Set up an HR Workflow

The HR Workflow settings can be found on debtorlevel. Here you can activate the  system workflows or copy a system workflow to your own workflow. After copying a workflow you can adjust it to your own liking. It it is not possible to add extra tasks to a workflow which are directly linked to an action such as signing a document or a mutation form. 

Activating a system workflow:
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Copy a system workflow
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Per HR Workflow it is possible to choose for which type of employee this HR Workflow can be started. This way you can ensure that the right HR processes are followed for all type of employees, from job applicants to external employees. 11.png

It is also possible to by default assign a certain type of user of persoon. Tasks which haven't been assigned to a specific type of user will automatically be assigned to the default one.
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Step 5. Link the HR Workflow to a type of employee

To to the specific employee to connect the workflow. If this employee is a different type of user than the 'Payroll' type you can find the employee under the tab 'employees' on the leftside of your screen. Here you can filter by type of users and then click on the relevant employee.
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The dashlet 'HR Workflows' will immediately make a suggestion for an HR workflow based on the type of user. 14.png

You can start the HR workflow directly from the HR Workflow Dashlet clicking on the arrow behind a workflow. You then choose the assignee.
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After starting the workflow, an active workflow is immediately visible in the dashlet. When you click on this, the HR workflow will open and show an overview of all relevant tasks.16.png

Below you can see an overview of tasks within the active HR Workflow. You can assign these tasks to another user by clicking on the pin. When you click in the line itself, it is possible to take immediate action on a task.
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After assigning the workflow, the first task will be active with the designated user. This task is then highlighted in the Co-Pilot and in the 'My tasks' dashlet. When the task says 'open', the relevant page will be opened where the setting can be adjusted. 
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For some tasks, 'done' must be chosen after execution. This is not necessary for tasks such as sending mutation forms or signing documents. The workflow continues immediately after the action has been carried out.

 

Step 6. Start an HR Workflow based on a signal

It is also possible to automatically link an HR workflow to an employee when an HR signal is created.

  1. Open the HR signal settings on debtor level.
  2. Select the type of signal and choose the default cause under 'Signal'.
  3. Then select the desired HR workflow.

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  4. The HR workflow is now visible at the relevant signal. When you open the signal, you can choose how many days after the HR workflow, it has to be created.

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