Request Employment Lifecycle Change

Explanation

This activity allows managers to request employment lifecycle changes for individuals under their supervision.

The New Employment Lifecycle Change Request assistant enables managers request changes for one or more individuals at once, processing bulk lifecycle changes simultaneously according to the configured settings.

Step 1 of Assistant: Person Selection for Lifecycle Change

• Select Lifecycle Change Type: Choose the type of change from the predefined options. This list is derived from the Employment Lifecycle Change Request Configuration page.
• Select Persons: Choose the Persons affected by the selected change type. The list is based on the logged-in user's access privileges. Throughout the Employment Lifecycle Change Request process, it is understood that each Person has only one active Employment record within the Company at any given time.

Next Steps of Assistant:

• The following steps depend on the selected Lifecycle Change Type and align with the enabled options from the Employment Lifecycle Change Request Configuration page.
• Managers can view the Current Information for each selected Person and update the New Information related to the lifecycle change separately for each Person.

The New Employment Lifecycle Change Request assistant currently enables the following Lifecycle Changes:

• Probation Change

Assistant Completion

• Once the process is completed, the New Employment Lifecycle Change Request assistant automatically redirects the manager to the Employment Lifecycle Change Requests page.
• The newly created request appears on this page with the Status set to Registered.
• All available requests added by the manager are listed as a summary.

Viewing Request Details

• To view details of a specific request or multiple requests, the manager can select one or more requests.
• This action navigates them to the Employment Lifecycle Change Request Details page.
• General Information
  • The Persons included in the request are listed under the General Information section.
  • Selecting a Person displays both their current and new information.
• Approval Information
  • The Approval Information is determined by:
    • The selected Lifecycle Change Type in the assistant (derived from the Employment Lifecycle Change Request Configuration page).
    • Each Employment Lifecycle Change Request Configuration is assigned to a specific Approval Configuration.
  • Approval Details indicates the Approval Configuration applicable to the request
  • Approval Levels are derived when finalizing the request in the New Employment Lifecycle Change Request assistant
    • The derived Approvers are listed in their respective order of approval.
    • At this stage, the Status of the Approvers is marked as Pending.

Submitting the Request for Approval

• Once all details are confirmed as accurate, the manager can proceed by clicking Submit for Approval to begin the approval process.
• Upon submission:
  • The Request Status updates to Ready for Approval.
  • The Status of the Persons included in the request is also set to Ready for Approval.

Approval Notification Process

• Upon submission of a request, Approvers will be notified of pending approval requests via email.
• The notification will be sent via email Event ID - LIFECYCLE_READY_FOR_APPROVAL.
• Initially, the notification is sent to the first Approver in the Approval Order.
• Once the first Approver completes their approval, the next Approver is notified. As such the request moves to the next Approver in sequence, if applicable.
• This process continues until all Approvers have completed their approval.

Handling Missing Approvers

• If Approvers are not properly assigned, the Submit for Verification option will replace the Submit for Approval option.
• This prompts HR Personnel to take the necessary actions to assign the required Approvers.

HR Personnel’s Access and Responsibilities

• HR Personnel can view a summary of all available requests from the Employment Lifecycle Change Requests - Admin page.
• To view details of one or more requests, HR Personnel can select the desired requests. This action navigates them to the Employment Lifecycle Change Request Details - Admin page.
• If approvers are missing or need updates, the Submit for Verification option triggers a notification to HR Personnel.
• The notification is sent via email Event ID - LIFECYCLE_APPROVERS_NOT_FETCHED.
• HR Personnel must then take corrective actions, such as adding or updating Approvers.
• Once Approvers are added HR Personnel must submit the request for approval using the Submit for Approval option.

Prerequisites

• Lifecycle Change Request Configuration: Must be registered in the system.
• Approval Configuration: Must be registered in the system.
• Access Setup Configuration - Supervisor Configuration Type: Must be selected in the system.
• Persons: Must be registered in the system with associated Employment in Companies.
• Teams: Must be registered in the system if the supervisor is assigned from the Team and Supervisor Setup.
• Structure/Organization/Position: Must be registered in the system if the supervisor is assigned from the Organization and Position Setup.

System Effects

This activity will result in the creation of an Employment Lifecycle Change Request by the manager for the selected Persons and Lifecycle Change Types. The request will be prepared for submission to the approval process, ensuring that all necessary details are in place for review and approval by the designated approvers.

Pages

Employment Lifecycle Change Request Details
Employment Lifecycle Change Requests
New Employment Lifecycle Change Request

Activity Diagrams

Manager Requests for Employment Lifecycle Changes