Functions

• Functions are created via the menu option: "Employees" > "Functions.”

• Here you build a list of all the functions that can be set on an employee . This could for example be a Director, HR manager, Office manager, or Consultant).

• The functions you define here can be set on the employee card in the ‘Function’ field.

• In the next chapters of this description we will tell you how to define intake tasks for a (new) employee based on their function.

Function provisions

By configuring the function provisions, you define what tasks are generated when starting an inflow or outflow. You can setup general provisions that apply to every new employee (Flowers on their first day) and function specific provisions (specific access badge for Technicians).

Via function provisions, the menu option under "Employees", you can define the following function provision types:

1. Provisions - it is mandatory to link an asset to a provision. A provision is handed out during the inflow and taken in during the outflow process. For example: a laptop, phone, or access badge. These items will be registered in and out of use.

2. Inflow tasks. For example flowers on the first workday or a fore the manager task to subscribe the new employee for some mandatory training program.

3. Outflow tasks. For example: organizing a farewell party.

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.

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".

By creating a task list HR would just see one task in their task list, instead of three separate tasks.

Step 1: create a new tasks list provision

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.
   

Step 2: Add the task list provision as a function provision

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.

Inflow

Step 1: Start the inflow

You can create start a new inflow in two ways:

1. Open an employee card > navigate to the "Issue/take in"

1. tab > click the ‘New’ button > choose inflow > Ok. The planned date is set automatically based on the hire date of the employee.
   Note: this is the preferred

2. 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.

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Step 2: submit the inflow

• After the employee and the planned date are set (both mandatory fields), the inflow can be submitted

• .

• The status will change to "Submitted” and 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).
  

Step 3: compose inflow (dubbelcheck settings and add additional tasks/ facilities)

• In this status, the inflow/outflow manager can

• add additional intake tasks and remove intake tasks.

• Also, the, 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."

Step 4: approval of composed inflow (optional)

• When enabled in the module settings, the new employee’s manager

• receives 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

• disabled or when the

• inflow is approved by the

• manager, the inflow will get the status "In progress," and the sub-workflow for all the intake tasks will be started.
  

Step 5: handeling the 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).

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Step 6: inflow finished (incl. optional approval from the inflow outflow manager)

When all tasks are finished, the inflow inflow workflow will automatically close. Or when, the setting ‘Review handling’ is enabled in the module setting, the inflow outflow manager will get one final task to review the inflow.

Mutation

A mutations follows the same steps for an inflow to create a mutation; only choose “Mutation” instead of “Inflow.”Mutation is used when an employee changed function.

How to create a mutation

• To create a mutation follow the same steps as explained in the previous chapter on ‘Inflow. Make sure that in step 1, you select ‘Mutation’ instead of ‘Inflow’.

Inflow vs mutation

• The mutation process is almost

• identical to the inflow process. The different is that the mutation process takes into account,

• the provisions that are already handed out and comparing them to the provisions needed for the new function. For example, the employee is changing to a function where the employee

• no longer need a mobile device.

Issue tasks and intake tasks

In case of a mutation (an employee change to another function), the system ) will generate

• Generate the

intake

• issue tasks based on the new function of the employee

but also checks

• . These work the same as inflow tasks, and;

• Checks which facilities the employee currently has

that

• to see if they 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

• so take in the asset instead of giving it out

).In the next step 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

How to create an outflow

To create an outflow follow the same steps as you would for an inflow to create a mutation; only choose “Outflow” instead of “Inflow.”“Inflow” in step 1.

Outflow vs mutation

The outflow process is equal similar 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.