Difference between revisions of "System Access Managent and HR process integration"
From All n One's bxp software Wixi
Philip Lacey (talk | contribs) m (→Rules Reference) |
Philip Lacey (talk | contribs) m (→OnBoarding process form) |
||
| Line 44: | Line 44: | ||
| + | Please note for the replacement to work the X in the intCDA_X_Id is the Id of the form the outcome is being used in. | ||
=== Security Settings === | === Security Settings === | ||
Revision as of 23:32, 13 March 2018
Contents
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
A field in the form is a "Basic - Staff" question type.
- An outcome is set along the lines of "New Account".
- A second outcome is "Account Live"
The "New Account" outcome needs a URL added to it's 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 url would be
../security/userUser_Lookup-details.asp?strData_URL=userUser_Copy-confirm.asp&intCDA_Id=--intCDA_X_Id--&strFirstname=X&strSurname=X
Please note for the replacement to work the X in the intCDA_X_Id is the Id of the form the outcome is being used in.
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
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 "Account Live" 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.
2.1.3 Usage
- A ticket or work item comes into the Form to create / make live a new person.
- The outcome "New Account" is chosen.
- The Administrator chooses the account to copy
- The user adds the account and sets the user to "Live"
- The system will perform the sittings above and link the new account to the record by updating the staff field and transferring any data as necessary.
2.1.4 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.
2.2 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.
2.2.1 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.
2.2.2 Security Settings
The next part of the process is to 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 "Account Live" 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.
2.2.3 Retire - Data Protection Rules
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.
2.2.4 Usage
3 Rules Reference
The format of this is XXXX=--YYYY-- [ [ # # ] ]
- Where XXXX is the strCDA_X_field_y_Z of the form.
- YYYY is :
- A Client field Client_table_fields
- A -- standard field replacements (including date time replacements) Standard_field_replacements
- A value (simply don't wrap the field in -- characters)
