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Inflow, mutation and outflow

The inflow, mutation, and outflow process is used to register and manage all tasks and facilities associated with the inflow (onboarding) of new employees, changes in the function (mutations) of employees, and the outflow of employees. These activities can be performed by different departments 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

Functions

The different functions that are used, can be defined via the menu "Employees" and choosing the option "Functions". This is a list of all the functions in the organization (for example Director, HR manager, Office manager and Consultant) and these functions are used to determine what intake tasks are needed for a (new) employee, based on there 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 not needs to be handed back when the employee leaves. As an example you can think of a task to order and give the new employee a bouquet of flowers as a welcome gift (this bouquet will not be registered as "in use" by the employee and the bouquet does not need to be given back when the employee leaves).

Facilities that need to be handed out to the employee (or taken back in). These facilities will be registered as in use by the employee. For example a laptop or a smartphone.

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 outflow task, it 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, it becomes possible to add the employee functions for which this task or provision is needed. This provision then only becomes available to add in inflow processes for employees with these specific employee functions.
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 it is relevant for the employee function. If this is set to no, it is optional to add this provision to an inflow/mutation/outflow. For example an email account is always required, so this is considered a basic item. A smartphone might be optional (even for employees with the same functions).
Treatment 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 approve step.
Dependent on	It is possible to specify another function provision here. The intake task will then wait upon the handling of this other intake task, before generation a task for the treatment 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. Read further down the article to read more about task list.
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 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 in the intake task for this specific provision, the treatment group does not need to choose between all assets of a certain category. This is only relevant for assets that are not registered uniquely, but only registered 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 it. All employees that use it, can be linked to the same asset. If you want to track individual assets. For example, you want to know exactly which laptop is used by whom and how old is that laptop this field needs to be left empty, so a unique asset can be handed out for every intake task.

Task lists provisions

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

A task list can be added to a “Function provision” and is also shown in a intake task that is generated based on this function provision. The intake task can be handle 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) with the possibility to add a comment.

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

- 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:

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

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

Inflow

An inflow can be created via the tab "Issue/take in" within the details/card of a specific employee. The employee will then be set automatically in the inflow, as well as 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" and the employee and planned date (hired date) need to 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". The system will have generated 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 added additional intake tasks (Any function provision can be added if desirable, even if the function provision is not related to the function of the employee) and remove intake tasks. Next to that the treatment 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 manager of the new employee 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's for all the intake tasks are started. Each of the intake tasks needs to be completed before the inflow will progress to the next status.

IMO Manager setting

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" and will automatically continue to the next status after the dependent intake task is handled.

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

The mutation proces is equal to the inflow proces, with the only 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.

Automatically generating intake tasks

In case of a mutation (an employee changes functions), the system (after the mutation is submitted) will generate the intake tasks based on the new function of the employee, but also checks what facilities (based on active object use) 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 give it out).

Next to that, 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 current assets the employee has).

Intake tasks to take in a provision

Intake tasks for the intake of a facility, differ to the intake tasks to give out a facility in the following ways: -The asset is automatically set in the intake task (no need to select it) -In the intake task, the function "Take in" needs to be executed (which will set the endDate of the object use) before the task can be handled

Outflow

The outflow proces is equal to the inflow proces, 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 function of the employee or without a function (applies to all) with type "Outflow task" will be generated. Next to that, just like in the mutation proces for assets that are no longer needed for the new function, based on all the object use, intake tasks are generated to take in alle the assets. These tasks are assigned to the same group that gave the asset out to the employee in the first place.

Content

Learning Objectives

Inflow, mutation and outflow