Difficulty: novice

Content

Table of Contents

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Learning Objectives

After reading this article, you’ll be able to:

Create an inflow/mutation/outflow
Create a task list
Create function provisions

Inflow

/ Mutation /

, Mutations and Outflow

The inflow/mutation/outflow (IMO) process is used to register and manage all tasks and (the handing out of) facilities associated with the inflow (onboarding) of new employees, changes in the function (mutations) of employees, and the outflow of employees. Different departments can perform these activities depending on the specific task or facility.

These tasks can be any type of task and can be created and managed by the client.

Examples of these tasks are:

Giving out a Laptop to a new employee by the IT department
Changing the access codes for an employee who is changing positions by the facility desk
Notify the manager about the first day of work of the new employee.
Taking the laptop back in when an employee leaves

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title	Functions

Functions

The different (Employee) functions that are used can be defined

Functions are created via the menu option: "Employees"

and by choosing the option

> "Functions.”

This is

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)

, and these functions are used in the next part to determine what intake tasks are needed

.
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.

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title	Function provisions

Function provisions

By configuring the function provisions, you define what tasks are generated when starting an inflow or outflow. You can set up general provisions for 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

")

,

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)

” you can define the following function provision types:

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.
Inflow tasks. For example, flowers on the first workday or for the manager a task to subscribe the new employee to some mandatory training program.
Outflow tasks. For example: organizing a farewell party.

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

Field	Description
Type	Provision, inflow task, or outflow task. This choice determines some additional options. If it is a Provision, you can specify the asset category and specific asset of the provision. If it is an inflow

or

task, it is only available in the inflow process.
If it is an outflow task, it is only

becomes

available in the

specific inflow or

outflow process.

Function dependent

Yes or No.

If this is set to no, the provision is available to add in every inflow process.
If this is set to yes,

adding

add the employee functions for which this task or provision is needed

becomes possible.
This provision then only becomes available to add in inflow processes for employees with these specific employee functions

. The functions to which the provision is applied are added at the bottom of the page in the ‘Functions facilities’ include.

Basic issue/take in item

Yes or No.

If this is set to yes, the task/provision is automatically added to an inflow/outflow/mutation if relevant to the employee function.
If this is set to no, adding this provision to an inflow/mutation/outflow is optional.

For example, an email account is always required, which is considered a basic item. A smartphone might be optional (even for employees with the same functions).

Treatment

When set to no, the provision can be added as an optional item to the inflow.
Service group	Which group gets the task to handle this task/provision. For example IT or Facility.
Approver group	If this task/provision needs to be approved first. A group can be defined here. If it is left empty, the process of the intake task skips the approval step.
Dependent on	It is possible to specify another function provision here. The intake task will then wait upon handling this other intake task before generating a task for the

treatment

service group to handle this task/provision. For example, the task to install all the relevant software on the new laptop by the IT department can only be done after the laptop is ordered and received by the facility department.
Task list	it is possible to add task lists to a task/provision. You can just read further down the article to read more about task lists.
Asset category	Only available if "Type" is set to "Provision". In this field, the specific Asset category is defined. In the intake task that will be generated based on this Provision, the

treatment

service group can choose the (available) assets in this category.
Asset	It is possible to specify one specific asset. If this is done, this asset is automatically added to the intake task for this specific provision; the

treatment

service group does not need to choose between all assets of a certain category.

This is only relevant for assets that are not uniquely registered

,

but only once with a high quantity.

An example is a user account for a certain software system, you want to know who has an account, so you need to hand it out and register that it is in use by the employee, but all employees that use it, can be linked to the same asset.

If you want to track individual assets.
For example, you would like to know exactly which laptop is used by whom and how old that laptop is this field needs to be left empty so that a unique asset can be handed out for every intake task.

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title	Task lists provisions

Task lists provisions

Info
N.B: Task lists are optional and not needed for a correct inflow process

Every function provision in the previous part will generate a separate intake task to be handled by the

treatment

service 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.
To

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.

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

Step 1: create a new tasks list

provisions, follow the next steps:

provision

Navigate to “Task lists provisions” in the menu on the left under “Employee.”
Click on the “Add” button next to Pivot.
Click

on

the “Add” button to add an (extra) task.
You can rearrange the display order by changing the order number.
Add a description of the task in the “Task” field.

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Now you have created a task list, and the task with the list inside will show up on the startBoard of the user responsible for the task after starting an inflow process.

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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.

Follow the next steps to add a task list to a function provision:

Navigate to “function provisions” under the menu option “Employees”
Select the function for which you want to add a task list and press the “Search” button.
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Press the “Add” button to create a new function provision
Fill in the fields; if you need extra info

N.B: Task lists are optional and not needed for a correct inflow process

about a field, hover over it, and a help text will appear.
Please note that you choose the “Service group” that fits the task list you add to the provision.

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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.

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title	Inflow

Inflow

Step 1: Start the inflow

You can

create

start a new inflow in two ways:

An inflow can be created via the tab

Open an employee card > navigate to the "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).

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

and will get the status "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).

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

In this status, the inflow/outflow manager can

still

add additional intake tasks and remove intake tasks.

Next to that

Also, the service group of a specific intake task can be changed (To

give

allow 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

Step 4: Approval of composed inflow (optional)

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

will receive

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

set to "No"

disabled or when the manager

has approved Inflow

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

Note
Each intake task must be completed before the inflow will progress to the next status.

Step 5: handling 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

service 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 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.

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title	Mutation

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 changes function.

How to create a mutation

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

Inflow vs. mutation

The mutation process is almost

equal

identical 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

. The difference is that the mutation process considers the provisions already handed out and compares them to the provisions needed for the new function. For example, the employee is changing to a

function

position where the employee

doesn`t need

no longer requires a mobile device.

Automatically generating

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

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title	Outflow

Outflow

Follow

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.

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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

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.

Summary

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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.

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Version	Old Version 9	New Version Current
Changes made by	Sergio Karijodinomo	Sergio Karijodinomo
Saved on	Jul 12, 2023	Dec 19, 2023

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Key

Content

Learning Objectives

Inflow

, Mutations and Outflow

Functions

Function provisions