eHub: Employee Information Change Request Workflow

Overview

There are several types of Employee Information Change requests, some of which can be submitted by employees on their own behalf from the My Profile screen and some that can be submitted only by employee supervisors or eHub administrative personnel from the Employee Profiles screen. Those that employees can submit for themselves include requests to change address, phone or e-mails. Those change requests that must be submitted by a supervisor or admin include address, phone, e-mail, pay rate, status or primary job. For more information, please see the Employee Information Change Request topic in eHub.

Note:  It's important to remember that when submitting a request, it is just that - a request to change information in WinTeam. Clicking the submit button does not automatically change the information in WinTeam unless the appropriate settings are in place.

How do I set up a Default Workflow with no approvals and automatic updating?

You want to set up a standard Employee Address Change Request Workflow that requires No Approvals and will automatically update the new information into WinTeam. You want this Workflow to be the Default way Employee Address Change Requests are handled. Requests to change addresses follow this Default Workflow, unless you have designated an alternate Workflow for Employee Address Changes for a particular job in the Job Master File (see example No. 3) or you have assigned a Job Tier to address change requests in eHub Setup (Workflow tab) and then selected a Job Attribute in Workflow Setup for Employee Address Changes (see example No. 4).

Example No. 1: Default Workflow for Employee Address Change Request

1. Create a new Workflow and name it "Default Employee Address Workflow" or something similar.
2. Choose the Employee Address Request Workflow type.
3. Select the No Approvals option under Mode.
4. Select the Auto Update WinTeam check box. Only Employee Address or Phone/E-mail changes can be Auto Updated to WinTeam.
5. Select the Default Workflow check box.
6. Select the Active check box.

How do I set up a Default Workflow for Pay Rate Change Requests that requires Approvals?

You want to set up a standard Employee Pay Rate Change Request Workflow that requires approval from the employee's job supervisor and final approval from the Human Resources department. You want this to be the Default Workflow for all Primary Job Change Requests. Requests to change pay rates will follow this Default Workflow, unless you have designated an alternate Workflow for Pay Rate Change Requests for a particular Job in the Job Master File or you have assigned a Job Tier to pay rate change requests in eHub Setup (Workflow tab) and then selected a Job Attribute in Workflow Setup for Pay Rate Changes.

Example No. 2: Default Workflow for Pay Rate Change Request

1. Create a new Workflow and name it "Default Employee Pay Rate Workflow" or similar.
2. Choose the Employee Pay Rate Request Workflow type.
3. Select the Approvals option under Mode.
4. Select the Default Workflow check box.
5. Select the Activecheck box.
6. Enter Timeout Information.
7. Select the CC: Originator on All Actions check box if appropriate
8. Select Simple or Advanced E-mail Templates.
9. In the Steps grid, enter the name of the first step -- "First Step", "Step 1" or "Supervisor" or similar.
10. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
11. In the Assignees grid, select a particular Employee or choose the Job Supervisor E-mail Group. Remember E-mail Groups are based on tiers set up in the Job Master File and set up by double-clicking the E-mail Group field in the Timeout Information section or Assignees grid. If you want to e-mail the employee's Supervisor rather than the Supervisor of the Job (if they are different), you could make an Employee Supervisor E-mail Group as well and select that in the Assignee grid.
12. For the second step in the Steps grid, name it and enter Actions for each instance.
13. In the Assignees grid, select an HR employee or make an HR department E-mail Group and select that in the grid.
14. Once through the Workflow, the updated and approved pay rate information will be ready for import into WinTeam.

When would I set up an alternate Workflow for Pay Rate Change Requests (or any requests) for a particular Job?

Most Pay Rate Change Requests go to the employee's job supervisor and then to Human Resources, but one job requires approval from the regional manger before going on to Human Resources. So, any requests to change the pay rate that come from this particular job must go through the regional manager. In this instance, you would designate an alternate Workflow for Pay Rate Change Requests in the job's Job Master File. Any Pay Rate Change Requests coming from Employees assigned to Job No. X would follow the Job No. X Workflow.

Example No. 3: Workflow for Pay Rate Change Requests for Specific Job

1. You would begin by setting up an alternate workflow named "Job No. X Pay Rate" or similar.
2. Choose the Employee Pay Rate Request Workflow type.
3. Select the Approvals option under Mode.
4. Select the Activecheck box in order for this Workflow to appear in the list in the Job Master File.
5. Enter Timeout Information.
6. Select the CC: Originator on All Actions check box if appropriate.
7. Select Simple or Advanced E-mail Templates.
8. In the Steps grid, enter the name of the first step -- "First Step", "Step 1" or "Supervisor" or similar.
9. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
10. Designate the First Step Assignee to be the Job Supervisor either by choosing the Employee who is the Job Supervisor or the Job Supervisor E-mail Group. Remember E-mail Groups are based on tiers set up in the Job Master File and set up by double-clicking the E-mail Group field in the Timeout Information section or in the Assignees grid.
11. For the second step in the Steps grid, name it and enter Actions for each instance.
12. Designate Second Step Assignee to be the Regional Manager either by choosing the Employee who is the Regional Manager or by setting up a Regional Manager E-mail Group and selecting that.
13. For the third step, proceed as in No. 11 and designate an HR Employee or an HR department E-mail Group in the Assignees grid.
14. Go to the Job Master File of the Job you set up the Workflow for, and in the Job Requirements tab select "Job No. X Pay Rate" workflow for Pay Rate Requests.

When would I set up an alternate Workflow for Employee Address Change Requests (or any requests) based on a Job Attribute?

It does not make sense for you to rely on a Default Workflow to take care of all your company's Employee Address Change Requests because you have locations in Nebraska and California. So, you decide to set up different Workflows for each of your company's locations. (Note: You still must have a Default Workflow set up for Employee Address Change Requests, regardless.) You only want the job supervisor to approve the Pay Rate Change, and you want the new information to automatically update to WinTeam.

Any request submitted from employees from the Nebraska office would be sent to the job supervisor indicated in the Nebraska workflow and those from California would be sent to the supervisor in the California workflow. Because Auto Update WinTeam was chosen, once the request is approved by the job supervisor, no further action is needed.

Example No. 4: Workflow for Employee Address Change Requests Based on a Job Attribute

1. First, in the eHub Setup screen (Workflow) under Workflow Process Defaults, choose "State" for Employee Address Request. Remember the choices here are based on Job Tiers set up in the Job Master File.
2. Then set up an alternate workflow named "Nebraska Employee Address" or similar.
3. Choose the Employee Address Request Workflow type.
4. Select the Approvals option under Mode.
5. Select the Auto Update WinTeam check box.
6. Select the Activecheck box.
7. Enter Timeout Information.
8. Choose "Nebraska" under Job Attributes. These Attributes are based on the tier chosen in the eHub Setup screen.
9. Select the CC: Originator on All Actions check box if appropriate.
10. Select Simple or Advanced E-mail Templates.
11. In the Steps grid, enter the name of the first step -- "First Step", "Step 1" or "Supervisor" or similar.
12. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
13. Designate the First Step Assignee be the job supervisor either by choosing the employee who is the job supervisor or the Job Supervisor E-mail Group. Remember E-mail Groups are based on tiers set up in the Job Master File and set up by double-clicking the E-mail Group field in the Timeout Information section or in the Assignees grid.
14. Proceed as above for the California Workflow, choosing California in the Job Attributes section.