HR Process ensures seamless management of employee transitions in department, designation, location, and employment status. This helps when there is a organizational restructuring or when employees move for personal or professional reasons.
How to use HR Process feature?
Administrators and HR: Setup multiple HR Processes for change in department, designation, etc. These process can include updates to specific employee fields, role based access for raising requests, and an approval process if required.
Employees and managers: Employees and managers will be able to raise a HR Process request right from their Home > Team > HR process tab. Once it is approved, their new information will be updated in the system.
This feature is enabled on request. Please write to support@zohopeople.com
Watch HR Process Help Video
Setting up HR Processes
Let us see a use case of setting up a department change HR Process:
Enable HR Process by navigating to Settings > Employee Information > HR Process tab > Basic Details > Enable
Now navigate to Processes tab and click on Add Process
Let us take an example of a department change process. Now in the Add Process window. Enter the basic information and upload a process document if applicable.
Configure transition fields. These includes the key transition field update, in this case the "Department" of the employee.
You can also configure secondary field updates, which in this case is "Location".
To configure who can raise HR Process requests and to specify if they can raise for others, themselves or both, click on Add Role.
Select the roles you want to authorize and use the checkoxes to allow requests for self, reportee or enable both. This can be further configured in the next step.
To configure who can raise HR Process requests and to specify if they can raise for others, themselves or both, click on Add Role.
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Finally configure an approver by clicking on Configure Approver. In this case let us select the HR Administrator as the approver. Multiple approvers can be added if required.
Review your configuration and click Save to confirm.
Initiating a HR Process Request
Employee data of joining records must be updated in the employee form in order to initiate HR Processes.
Let us see a use case of raising a department change HR Process request
Navigate to Home > Team > HR Process > Initiate Process > Select a Process. In this case, we will go with Department Change.
In the next screen, select the employee you are requesting the transition for. In this case, an employee "Randall" is selected. Multiple employees can also be added. Click on Next once the selection is completed.
Now select the new department and any associated secondary fields. Enter the effective date and reason for the change.
Click on Submit Request. The HR Process is now successfully initiated.
HR Process can also be initiated from Home > My Space > Overview > HR Process tab
Approving a HR Process Request
After a HR Process request is initiated it can be approved by the approver. This can be done from the notification received. (Home > Bell icon) or FromHome > Team > HR Process and selecting the corresponding request.
2. Once the request is opened, review the details and click on View. Here you can Approve / Reject and add a comment. Once this is approved. Based on the effective date, the employee record will be automatically updated, and the same will be reflected in the employee's career history page.
Tracking HR Process Requests
HR Process requests can be trakced from Operations > Employee Information > HR Process
Click on a specific request to view more details and click View for options to Approve, Approve All Levels, Reject or Forward a HR Request (Options depend on your role/permissions)
Individual employees can also track their HR requests from Home > My Space > HR Process tab
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