HRIS Implementation Milestone: Workflows

This article explains the best practices and the steps implemented during a Workflows HRIS configuration call for an Implementation Consultant.

OVERVIEW

The Workflows HRIS configuration call and milestone should involve reviewing how to configure, use and further customize change requests in the system with the client. Workflows are any change requests in the system that require approval and they are often submitted either by the Employee or the Employee’s Manager on their Employee/Direct Report’s behalf.
 

BEST PRACTICES 

Implementation Consultant (IC):

  • Lead the call and refers back to client’s HRIS Design Guidebook.

TIP:

It is important to explain what workflows are to the client, and to also explore Field Group Bundles, because they determine who is able to make a workflow request. While walking through Workflows, it is important to explain the workflow process and why we have workflows. Those assigned to the Administrator role have full access to view and submit any workflows that have been activated in the system, and can edit data directly.
 

  • Confirm that the client has completed the associated Namely Learning courses.

  • Set the agenda for the call and review key takeaways.

  • Instruct the client to share their screen and guide them per the agenda of the call.

  • Answer any outstanding questions that either the client or consultant may have.

  • Reference our resources to better understand the structure of the call.

  • Leave the call knowing that the client feels confident navigating the platform.

 

Project Lead (PM) optional to attend:

  • Support the IC and the client as needed on the call. 

  • Answer any outstanding questions that either the client or consultant may have.

 

Namely Project Team (DSC / BAC / PC / TC):

  • Does not need to attend the Workflows call, but should be aware of it taking place.
     

PROCESS STEPS

Implementation Consultant (IC):

  • Confirm if the client has Namely Now or Namely Plus in their agreement.

    • Namely Now: Namely Now permits an IC configuration of six best practice Workflows (Home Address, Marital Status, Name, Tax Form Update, Job Title, Salary.) Refer back to the client’s design guidebook to consult on the workflows configuration accordingly .

    • Namely Plus: Namely Plus permits an IC configuration of up to ten Workflows. This requires a more hands on approach, including pre-configuring workflows per the design guidebook ahead of the call.

  • Refer back to the HRIS Design Guidebook and review the agenda for the call:

    • Best practice Workflows created.

    • How to duplicate or make changes and updates to a Workflow.

    • How to update Change Reason Sets for Workflow requests.

    • How to update Workflow permissions in Field Group Bundles.

    • How to request a change via a Workflow.

    • How to approve a Workflow change request.

  • Introduction of Workflows - Talk Track

    • Begin by having the client share their screen once they've logged into their Namely site. Explain that the topic of the call will be Workflows, which are change requests that require approval. They are not to be confused with profile fields that can easily be edited by an individual.

    • Namely Now and Namely Plus come pre-configured with our most popular Workflows (Address Change, Marital Status Change, Last Name Change, Tax Withholding Change, Salary Change, Job Title Change and Manager Change). 

    • On the call, we'll walk through Workflows to make sure there aren't any missing custom profile fields, and will create the approval paths or steps needed to set up notifications and followers to the process.

    • Prior to publishing the workflow, we'll see preview of the form that the Employee and Manager will see, based on the workflow request.

  • Begin by directing the client to Change Reason Sets -  Company > Settings > Change Reason Sets. Explain what they are before setting up and activating workflows. Note that you must have an associated reason set for a workflow that directly aligns (visit this before creating the workflow.)

  • You'll see lists of Employee Updates and Change Reasons. It is important to let the clients know that Change Reasons are usually reasons for Manager Requested items (i.e. Job Title/Salary/Manager change requests). Employee Updates should be reasons aligned with Employee Requested Changes (i.e., Home Address, Marital Status, Last Name Change or Tax Withholding Changes).

  • Termination Reasons (Company > Settings > Termination Reasons) are reasons for employee termination, which are used in the Termination Wizard when selecting a reason for termination. You should make sure the reasons are up to date with all of the termination reasons they may need (i.e., Performance Based reason.)

  • Go to Company > Settings > Workflow Editor - Once you have gone through Change Reasons and Termination Reasons, continue on to the Workflow Editor:

  • Refer to the HRIS Design Document to educate yourself on the workflows you should set up for the client - it should ones they will use (Home Address, Marital Status, Last Name, Tax Form Update, Job Title, Salary or Manager Changes.)

  • Guide the client on how to set up their approval paths in the workflows, so that they get used to the process and feel more comfortable going in and setting up workflows and approval paths in the future.

  • Make sure to touch on access within the workflows, such as Override access within path setup - this would be a best practice to safeguard a situation in which a “Manager’s Manager” does not exist or if an approver is out of the office.

  • Notifications: Can be enabled for each Approval Step and Individual, and any Followers for the Workflow request. 

    • Submission: When workflow has been submitted.

    • Complete: Once workflow has been approved.

    • Effective: Based on the effective date the employee/manager has indicated when that change goes into effect.

    • Override: When used, anyone who has override access can override approval for other steps in approval process (recommended.)

TIP:

We recommend the client has at least one Approver/Follower with override access as a best practice for notifications. This means they can override approval if they are out of the office. Be cautious of using Target’s Manager’s Manager or Requester’s Manager’s Manager because if there is no one in that role (based on the Org Chart), the workflow could get stuck.
 

  • Go to Company > Settings > Field Group Bundles.

    • Review the Field Group Bundles related to workflows - Employee Request Self, Manager Request Self.

    • Guide the client to ensure that fields included in workflows are checked under the appropriate Read and Request fields.

      • Note: In order to request a change via a workflow, all fields included in the workflow must be visible for that person’s access role.

  • Activate the workflows and prepare for testing.

  • View as an Employee - verify the requests they are able to submit are visible.

    • Note: Admins can see all active Workflows already.

  • View as a Manager - view employees on their team to verify what they have access to request (based on client’s preferred setup).

  • Clients are required to click on the request links in order to be directed to the preview forms. If they have a test employee, they can submit a workflow request for approval, so that they can see the Approval process as well if they are involved in the Approval path.

  • Review the Termination Workflow.

    • Note: The setup of this workflow cannot be edited; however, it is important to note where in the form termination reason sets come into play. Custom profile fields may be used for non-HR/Administrators to request a termination.

  • Refer back to the HRIS Design Guidebook & review the next steps for the client:

    • Make any changes or create any additional workflows as needed.

    • Test workflows with dummy information.