Approve Employment Lifecycle Change Request

Explanation

This activity outlines the thorough approval process for Employment Lifecycle Change Requests, where each request is carefully reviewed and approved to ensure smooth and accurate updates throughout the employment lifecycle.

The Approver initiates the approval process from the Employment Lifecycle Change Requests for Approval page. By default, the filter Show Pending Requests for Approval will be active. If needed, all available requests that have either initiated or completed the approval process will also be displayed, along with their respective statuses.

The approval process begins with the first Approver in the Approval Order of a specific request. To proceed with the approval, the Approver must navigate to the selected request details, which will direct them to the Employment Lifecycle Change Request Details for Approval page. Multiple requests can be selected and accessed through the details page.

The Approver will have access to the Persons in the request, based on the permissions granted to them for those Persons.

Before initiating the approval process, the Approver can view the General Information of the request. This includes details of each Person involved in the request, highlighting both their Current Information and New Information related to the Lifecycle Change Type. Additionally, the Approver can review the Approval Information, which outlines the list of Approvers, Approval Order with the Status of each Approver, and details of individual who completed the process, such as Completed By and the corresponding Completed Date.

The Approver has the ability to Approve or Reject each Person in the request individually, or to select multiple Persons at once for bulk approval or rejection.

The Pending Approval field in the Persons list of the General Information section indicates whether a Person is awaiting approval from the logged-in user. If the logged-in user has not yet approved a Person, the field is set to 'Yes'. Once the logged-in user completes the approval for that Person, the field is blank. This field dynamically updates based on the logged-in user’s progress in the approval workflow.

Employment Lifecycle Change Request Statuses

The status of an Employment Lifecycle Change Request changes as below from the instance it is created as it goes through the approval flow. The status updates dynamically based on actions taken by the submitting manager, Approvers, or HR Personnel.

• Registered
  • This is the initial Request Status when a request is created using the New Employment Lifecycle Change Request assistant.
  • In this state, the request details remain editable
• Ready for Approval
  • When the submitting manager is satisfied with the request details, and the Approvers are successfully defined based on the linked Approval Configuration, the Submit for Approval option becomes available to the manager.
  • Selecting Submit for Approval moves the request to the Ready for Approval state.
• Pending Verification
  • If Approvers are not defined as expected, the request cannot be submitted for approval. This may occur due to:
    • Missing data related to Approval Configuration parameters (Team, Structure with the Organization and Position, Supervisor Type, or Person).
    • A mismatch between the Supervisor Configuration Type in Access Setup Configuration and the Supervisor Type in the Approval Configuration.
  • In this instance, the Submit for Verification option becomes available, moving the request to the Pending Verification state.
  • HR Personnel will be informed via email (Event ID: LIFECYCLE_APPROVERS_NOT_FETCHED) and must use the Add Approver option in the Approval Information section of the Employment Lifecycle Change Request Details - Admin page.
  • Once Approvers are successfully added, HR Personnel must use the Submit for Approval option to send the request through the approval flow.
• Approval In Progress
  • The request enters is status once the first Approver begins the approval process by either approving or rejecting a selected Person in the General Information section of the Employment Lifecycle Change Request Details for Approval page.
• Approved
  • If all Approvers approve all Persons included in the request, the request moves to the Approved state.
• Partially Approved
  • If at least one Person’s changes are approved by all Approvers, the status changes to Partially Approved.
  • When an Approver rejects a one or more Persons included in the request, the rejected Persons are marked as Rejected and will be visible but not available for subsequent Approvers to review.
• Rejected
  • If all Persons in a request are Rejected during the approval flow, the status changes to Rejected.

Tracking Individual Approval Statuses in Employment Lifecycle Change Requests

As there can be multiple Persons included in a request, statuses are maintained individually to enable tracking the approval of each Person using the status in the Persons list the General Information section of the Employment Lifecycle Change Request Details pages.

These are defined as follows:

• Ready for Approval - When the Submit for Approval option is used, the individual status of all Persons included in the request will change to the Ready for Approval state.
• Approval in Progress - When the first Approver approves a selected Person, that Person's individual status will change to the Approval in Progress state.
• Approved - If all Approvers approves a Person that Person’s individual status will change to the Approved state.
• Rejected - If any Approver rejects a Person included in a request, this Person’s individual status will change to the Rejected state. A Person with Rejected status will be visible but not available for subsequent Approvers to review.

Statuses for Approvers

Since the request may involve multiple approvers, the system maintains a separate status for each Approver included in the approval flow. These statuses change dynamically based on their actions.

• Pending
  • When a request is created using the New Employment Lifecycle Change Request assistant, the system fetches the Approvers and lists them in the Approval Information section.
  • Until an Approver starts their review, they will remain in the Pending state.
• Ongoing
  • Once an Approver selects a Person and uses the Approve or Reject option, but yet there are more Persons remaining in the request to review, the Approver’s status changes to Ongoing.
• Completed
  • When an Approver has reviewed all Persons in the request and has taken action (Approved or Rejected each Person) their status will change to Completed.

Approval Process for Multiple Approvers in the Same Approval Order 

When multiple Approvers are assigned to the same Approval Order, the system ensures that actions are recorded accurately and prevents duplicate approvals for the same Person.

• Notification and Approval Process
  • All Approvers at a specific Approval Order level will receive a notification via email (Event ID - LIFECYCLE_READY_FOR_APPROVAL) for the pending request.
  • The first Approver who Approves or Rejects a Person in the request will have their action recorded against that Person. 
  • Once an action is taken for a Person:
    • Other Approvers at the same level will no longer be able to approve or reject the same Person.
    • The Completed By and Completed Date fields will capture the Approver’s details. 
•  Recording Approver Actions for Multiple Approvers
  • If multiple Approvers exist within the same Approval Order:
    • The Approval Information section will reflect actions from all Approvers who process the request for different Persons.
    • The Completed By field will display all Approvers who took action in a single line.
    • The Completed Date field will show the most recent completion date for that Approval Order.

HR Personnel Actions for Employment Lifecycle Change Requests

The Employment Lifecycle Change Requests - Admin page displays an overview of all existing requests while the Employment Lifecycle Change Request Details - Admin page provides detailed request information, including Approval Information for HR Personnel.

• Adding Approvers
  • The request status must be between Ready for Approval and Approval in Progress. 
  • The Approver’s status must be either Pending or Ongoing.
  • Process for adding Approvers:
    • Select the relevant Approval Order in the Approval Information section of the Employment Lifecycle Change Request Details - Admin page.
    • Use Add Approver option and select a Person.
    • The newly added Approver appears in the Approver Levels section alongside the existing Approver(s).
    • Either Approver can then proceed with the approval process.

Viewing Approval Details

HR Personnel, Managers, and Approvers can view the Approval Details of each Person in a request using the View Approval Status option which are is available on the following pages:

• Employment Lifecycle Change Request Details page (for Managers).
• Employment Lifecycle Change Request Details for Approval page (for Approvers).
• Employment Lifecycle Change Request Details - Admin page (for HR personnel).
• The View Approval Status option becomes available once the request is in Ready for Approval status.

Following the conclusion of the approval process, with the request Status updated to Approved or Partially Approved, the details pertinent to the Persons marked as Approved will be promptly updated in the corresponding sections of the Person's Lifecycle Change Type areas. This ensures that all relevant information is accurately reflected and accessible. 

Prerequisites

• Employment Lifecycle Change Request: Must be created in the system.
• Approval Configuration: Must be created in the system.
• Persons: Must be registered in the system.
• Approvers must have access to Persons.
• Approvers must have access to the relevant Companies of employment of Persons if information required for the Lifecycle Change Type is Company dependent.

System Effects

This activity will trigger the approval process for an Employment Lifecycle Change Request, initiated by the manager for the selected Persons and Lifecycle Change Types. The request will be sent for approval by the authorized individual. Once the approval is successfully processed, the requested changes will be reflected in the relevant areas, ensuring that all necessary updates are made across the system.

Pages

Employment Lifecycle Change Request Details - Admin
Employment Lifecycle Change Request Details for Approval
Employment Lifecycle Change Requests - Admin
Employment Lifecycle Change Requests for Approval

Activity Diagrams

Manager Requests for Employment Lifecycle Changes