HR process

To launch a process individually, you have to go to the Staff administration > Administrate > Manage > HR process > Scheduled processes menu:

1.Select the population or person concerned. Their registration can be in the past, current or in the future.

2.To schedule a new process, click on .

3.Select the HR process from the drop-down menu or by clicking on .

4.Specify the effective Date and Time.

5.Select the Option(s) at launch from the drop-down menu or by clicking on . If the template does not include an option, this field is hidden.

6.Apply.

7.The list of tasks defined for this process is displayed on the screen. By double-clicking on a task, the icon appears and you can add Additional information for the task. Validate and save by clicking on .

8.Launch.

The system tells you that the process was successfully created. Close the window. The process moves to Planned.

To cancel a process, go to the Staff administration > Administrate > Manage > HR process > Scheduled processes menu, select the process from the list and click on Cancel the process in the bottom right of the screen. All tasks will be cancelled and the process will move to Finished.

Launched processes are monitored from the Staff administration > Administrate > Manage > HR process > Scheduled processes menu.

•The Status allows you to see what phase the process is in (see Legend).

•The Progress tells you how many tasks have already been processed and what remains to be done.

•The Anomalies column alerts you of:

o Processes with task(s) in recipient error

o Processes with late task(s)

•Clicking on in the Detail column opens the details for this process. All tasks will be listed with their status, date, details, etc. You can act directly on these tasks from this screen. Please consult the Monitoring task progress chapter for details.

Depending on the Status of the process, you can either Cancel the process or Delete it, see Legend).

Launched tasks are monitored from the Staff administration > Administrate > Manage > HR process > Attributed tasks menu.

•The Status allows you to see what phase the task is in (see Legend).

•The Progress tells you how many tasks have already been processed and what remains to be done.

•The Anomalies column alerts you of:

o Processes with task(s) in recipient error

o Processes with late task(s)

Task details

Clicking on the Detail column opens the details of this task. All tasks will be listed with their statuses, expected start and finish date, details, etc.

Information

This tab contains information about the task configuration, including instructions entered in the Information tab when the task was created, the additional information entered by a manager. It also displays data from the employee file.

Processing

This tab contains the information requested for this task (Fields to complete, required documents and free fields).

Comment

This tab contains recipient comments. Add a comment by clicking on and typing in the greyed out field. Validate by . Save.

Task actions

Depending on the Task status, you can perform several actions by selecting the task.

•Planned - Reassign

•Planned - Skip to process

•Planned - Finish

•To be processed - Reassign

•To be processed - Deal with the task

•To be processed - Finish

•To be processed - Cancel task

•Being dealt with - Reassign

•Being dealt with - Finish

•Finished - No action

•Cancelled - No action

Skip to process - force a task with a future effective date to start (only possible if all previous related tasks are scheduled)

Reassign - change recipient

Deal with the task - take on a task (this action is possible for an administrator even if they are not the task’s recipient)

Finished - end a task (this action is possible for an administrator even if they are not the task’s recipient and have not taken it on)

Cancel - cancels the ongoing processing

It is also possible to consult the list of processes for several employees simultaneously for a chosen period. To do so, you must:

1.Open the list of employees.

2.Press the Ctrl key on the keyboard and click on the employees to be selected by keeping the Ctrl key pressed or simply check the box in front of each employee.

3.Click on the button. It will start to flash.

4.You will be able to access a general view of processes. The filter helps you to navigate more easily.

Create a process for multiple employees

5.You can add a process by clicking on .

6.Follow the launch steps of a process.

7.Launch.

Grouped task actions

8.Depending on the status of the tasks, these actions are possible by selecting multiple tasks from the list.

9.Finish, Skip to process, Cancel the task, Deal with the task, Reassign.

You must authorise the following options in the Administrator - Staff administration profile to administrate medical appointments.

•Administrate > Manage > HR process for HR process management.

In order for the recipient to receive messages about the tasks to be processed, this must be authorised via the Employee - Employee Self-Service profile.

•HR applications > HR process > Receive email notifications of tasks to be processed

In order for the recipient to receive notifications on the portal, the option must be enabled in the notifications tile used on their User - Portal profile.