System Access Managent and HR process integration

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1 Overview

As a bxp user account in System Access Management is a unique identifier for a staff member it can also be tied into HR processes.


Two of the most multifaceted processes to any business is when a staff member joins the company and when a staff member leaves the company.


Onboarding : For a user to have a record on which to do work and a full Employee Self-Service solution, the user must be set to "Live". At this point it is possible to have work kick off in a form and be managed using bxp process management solutions.


Leaving employ : When a staff member leaves the company, their user account is set to retired. At this point there is a HR process to be followed to ensure proper exit from the business.


To support both of these key operational process bxp supports an action happening when a user is set to "Live" and when a user is set to "Retired"


2 Setup

2.1 On boarding with Live Users

2.1.1 OnBoarding process form

The first stage is to define an on-boarding process. This is essentially a checklist of things to do when the person becomes an employee. This can be built using a form in Form Management

hrandsam 001.png

Notes

  • A field in the form is a "Basic - Staff All" question type. (Make sure it's All or the retired users will not work properly.)
  • There are four outcomes to signify the different events that can happen
    • "System Managed - User Added" will be used when the system has a user add.
    • "System Managed - User Retired" will be used when the system has a user retire event.
    • "Pass details to SAM - Add User" in this example will be used for an add user process
    • "Pass details to SAM - Copy User" in this example will be used for a copy user process.

The "Pass details to SAM" outcomes need URLs added to the process. The fastest setup is to copy a user as this also copies permissions. It is possible to pass information through the parameters to speed up the creation process.


A sample Add User url would be

 ../security/userUser_Add_Security-details.asp?strFirstname=--strCDA_1443_field_1_2--&strSurname=--strCDA_1443_field_3_2--&strMobile=--strCDA_1443_field_0_6--&strEmail=--strCDA_1443_field_0_7--&intCDA_Id=--intCDA_1443_Id--


A sample Copy User url would be

 ../security/userUser_Lookup-details.asp?strData_URL=userUser_Copy-confirm.asp&strFirstname=--strCDA_1443_field_1_2--&strSurname=--strCDA_1443_field_3_2--&strMobile=--strCDA_1443_field_0_6--&strEmail=--strCDA_1443_field_0_7--&intCDA_Id=--intCDA_1443_Id--


Please note for the replacement to work the 1443 in the intCDA_1443_Id is the Id of the form the outcome is being used in. This also applies to the fields being used.

2.1.2 Security Settings

The next part of the process is to configure the system to react when a user is put live. Main Menu > System Access Management > System Management > System Settings > HR Live user


SAMHR liveuser 000.png


Enter the Form Id for the Form created above.


Save the settings and then go back into the settings and some more fields will be visible.


SAMHR liveuser 001.png


  • From the drop down list choose the Staff question that was added above.
  • Choose the outcome "System Management - User Added" as created above.


There are other extra settings which allow multiple fields of information to be copied into the form. The format of these are described below in the rules section.

3 Usage

3.1 Generic description

In the form a new user needs to be added to the system


  1. A ticket or work item comes into / is data entered into the Form to create / make live a new person.
  2. The outcome "Pass details to SAM - Copy User" is chosen.
  3. The person using bxp chooses the account to copy (as per the normal copy user process)
  4. The user modifies the account settings as normal and ensures the status is set to "Live"
  5. The system will perform the settings above and link the new account to the record by updating the staff field and transferring any mapped data as necessary.


3.1.1 Support catches

If the CDA Id isn't passed to the form the system will still work. The system will create a new record in the nominated form and add the staff Id to that record. The system performs a look up to match the CDA record will create a record where not match is found. If the CDA is passed the system will update the CDA record specified.


Although an outcome is selected not all the functionality of the outcome is executed by the SAM module. The naming and linking to the outcome is just to allow outcomes in the form be used as follow up.


3.2 Leaving employment with Retired Users

If a staff member was on boarded there is probably going to be an exit process to be followed as well. bxp can facilitate automation of a lot of the process.


3.2.1 Exit process form

Step 1 is to build a form that has the exit process built into it. This form can take a multitude of security steps, of HR steps and of business steps as well.


As with the recruitment. There needs to be a staff field in the form. An outcome to process the staff members leaving is also useful.


The leaving process may begin with a notification of intent to leave, which would result in the account not being "Retired" immediately. Alternately the process begins with deactivating the user's bxp account which is immediate removal.


3.2.2 Security Settings

The setup is the same for Live as Retired but the section in System Settings is different.


Configure the system to react when a user is set "Retired". Main Menu > System Access Management > System Management > System Settings > HR Retire user


Enter the Form Id for the Form created above.


Save the settings and then go back into the settings and some more fields will be visible.

  • From the drop down list choose the Staff question that was added above.
  • Choose the outcome "System Managed - User Retired" as created above.


There are other extra settings which allow multiple fields of information to be copied into the form. The format of these are described below in the rules section.


3.2.3 Support catches

The engine also works with the Group Retire function.


4 Retire - Data Protection Rules

retire dataprotectionrules 001.png


It is also possible to create a range of rules to be executed to update other forms and associated data throughout bxp. These rules are independent of the HR Retire User rules which only occur on one form. The rules placed here are more wide ranging and all for greater system flexibility in data protection, HR management and also work management.


  • Type : AllForms, Form, Metadata, Reminders
  • Engine : Delete, DeleteCDA, DeleteCCL, Update, Run
  • Form Id | Program Id
  • New User Id


The rules will take the format of Type-Engine-FormId-NewUserId;


As many rules as required can be applied across bxp.


4.1 Usage

5 Rules Reference

The format of this is XXXX=--YYYY-- [ [ # # ] ]

  • Where XXXX is the strCDA_X_field_y_Z of the form.
  • YYYY is :