Functions

The different (Employee) functions that are used can be defined via the menu "Employees" and by choosing the option "Functions.” This is a list of all the functions (for example, Director, HR manager, Office manager, Consultant), and these functions are used in the next part to determine what intake tasks are needed for a (new) employee based on their function.

Function provisions

Via function provisions, the menu option under "Employees"), the different tasks and facilities that are required or optional for the inflow and outflow of employees can be added.

Provisions can be defined as two things:

• Tasks that need to be handled for the inflow or outflow of an employee, the employee receiving an item that needs to be handed back when the employee leaves. E.g., The task is to order and give the new employee a bouquet as a welcome gift (this bouquet will not be registered as "in use" by the employee, and the bouquet does not need to be returned when the employee leaves).

• Facilities must be handed out to the employee (or taken back in). These facilities will be registered as in use by the employee (e.g., a laptop and smartphone)

Per function provision, the following fields and options are available:

Task lists provisions

Every function provision in the previous part will generate a separate intake task to be handled by the treatment group. To avoid a lot of steps and clicking, it is possible to configure task lists.

A task list can be added to a “Function provision” and shown in an intake task generated based on this function provision. The intake task from the task list can be handled just like any other intake task, but the task list is also shown, and each of the items in the task list can be set to "executed" (Yes/no) and you can add a comment.

This makes it possible only to have one main task; for example: "Inflow HR Task List,” a list of tasks that can be shown to the service group as a reminder to do all those tasks.

An example of a task list:

- Create copies of the passport of the employee
- Sign the employee in for the introduction program
- Register the names and phone numbers of the emergency contacts of the employees".

Create a new tasks list provision.

To create a new tasks list provisions, follow the next steps:

1. Navigate to “Task lists provisions” in the menu on the left under “Employee.”

2. Click on the “Add” button next to Pivot.

3. Click on the “Add” button to add an extra task.

4. You can rearrange the display order by changing the order number.

5. Add a description of the task in the “Task” field.
   

Inflow

You can create a new inflow in two ways:

• An inflow can be created via the tab "Issue/take in" within the details/card of a specific employee. Choose the option inflow and press the “Create” button.
  The employee will then be set automatically in the inflow and the planned date (this is set on the "Hire date" of the employee).

• An inflow can also be created via the left menu option "Issue/take in.” Press the “new” button. Next,
  choose the option inflow and press the “Create” button. In this case, the employee and planned date (hired date) must already be set during the creation of an employee.

After the employee and the planned date are set, the inflow can be submitted and will get the status "Submitted.” Workplace Management will generate all the basic intake tasks for this inflow based on the function provision settings (in relation to the function of this employee).

In this status, the inflow/outflow manager can still add additional intake tasks (Any function provision can be added if desirable, even if the function provision is not related to the employee’s function) and remove intake tasks. Next to that, the service group of a specific intake task can be changed (To give users the freedom to divert from the standard settings). After all the relevant tasks are added for this inflow, the inflow can be forwarded the inflow via the function "Composition completed."

Based on a setting, the new employee’s manager will receive a task to approve the inflow (or changes some of the intake tasks, add or remove task) if this setting is "Yes.”
If the setting is set to "No" or the manager has approved the inflow, the inflow will get the status "In progress," and the sub-workflow for all the intake tasks will be started.

Inflow tasks

Each of the intake tasks also follows a workflow. This workflow has the following options:

• Waiting:
  If the intake task is dependent on another intake task (based on the settings in the related function provision), it will start in the status "Waiting.” After handling the dependent intake task, it will automatically continue to the next status.

• Review:
  If the intake task needs to be approved (based on the settings in the related function provision), it will get this status, and a task for the "Approve by" group is generated.

• Execute:
  In this status, the intake task can either be handled directly or assigned to one specific person in the treatment group (the intake task will then get the status "Execution" with the same options).

Mutation

Follow A mutations follows the same steps for an inflow to create a mutation; only choose “Mutation” instead of “Inflow.”

The mutation process is almost equal to the inflow process, with the difference in how intake tasks are (automatically) generated and the possibility that some intake tasks for type "Provision" require the intake ( instead of the handing out ) of an asset. For example, the employee is changing to a function where the employee doesn`t need a mobile device.

Automatically generating intake tasks.

In case of a mutation (an employee change to another function), the system ) will generate the intake tasks based on the new function of the employee but also checks which facilities the employee currently has that are no longer relevant for the new function (no function provisions for this function and provision combination). For those facilities, intake tasks are generated (To take in the asset instead of giving it out).

In the next step (Submitted), the inflow/outflow manager can also add extra tasks for the intake of facilities (selection options are based on the employee’s current assets).

Intake tasks to take in a provision

Intake tasks for the intake of a facility are different than the intake tasks to give out an asset.
The asset is automatically set in the intake task. In the intake task, the function "Take in" needs to be executed before the task can be handled

Outflow

Follow the same steps for an inflow to create a mutation; only choose “Outflow” instead of “Inflow.”

The outflow process is equal to the inflow process, with the only difference in how intake tasks are (automatically) generated and the possibility that the intake tasks for type "Provision" require the intake (instead of the handing out) of an asset.

When the outflow is submitted, all the tasks related to the employee’s function or without a function (applies to all) with the type "Outflow task" will be generated. Like in the mutation process for assets no longer needed for the new position, intake tasks are generated to take in all assets. These tasks are assigned to the same group that gave the asset out to the employee in the first place.

• Using the inflow/mutation/outflow process, you can manage the different tasks regarding the various processes.

• You can create and edit function provisions and task lists to simplify/optimize your inflow/mutation/outflow process.