System Access Managent and HR process integration
From All n One's bxp software Wixi
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
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 this is XXXX=YYYY
- Where XXXX is the strCDA_X_field_y_Z of the form.
- YYYY is the HR field or Client field as available from the reference tables.
- Date time replacements are also supported.
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.
