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This guide also applies to on-premise implementations

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3 Manage Workforce Records

This chapter contains the following:

Manage Workforce Records: Overview

Maintain Worker Directories

FAQs for Manage Records Retention Program

Manage Checklists

Manage Workforce Records: Overview

The Manage Workforce Records business process enables access to the worker directory and management of worker document records and checklists.

The business activities of this process are:

  • Maintain Worker Directories

    All workers access public information about a person in the person's public portrait.

    Line managers access information about their direct and indirect reports in the line manager portraits of those workers and perform manager self-service actions.

    Workers access their own information on the My Portrait tab of the gallery and perform employee self-service actions.

    Administrators display messages to portrait users in selected portraits.

  • Manage Records Retention Program

    HR specialists and line managers create records of worker documents and store copies as attachments.

  • Manage Checklists

    Human resource (HR) specialists and line managers create checklists for standard and repeatable tasks, such as those associated with hiring an employee, allocate the tasks to task performers, and monitor task completion.

Maintain Worker Directories

Person Gallery and Portrait: Explained

A portrait comprises personal and employment information about a person; the type and quantity of information in the portrait depend on the security access of the person viewing the portrait.

The Person Gallery is a collection of portraits that incorporates three primary functions:

  • Person search

  • Worker self-service

  • Line Manager self-service

Person Search

The Person Gallery supports both a keyword search and a traditional structured search for person and assignment information. The Person Gallery is equivalent to a corporate directory: users can search for any worker in the enterprise.

The information available in the search results, including whether a search result appears at all, depends on the security privileges of the user. Any user can see the public data of people who have been designated as public during security implementation. For human resource specialists and line managers, more detailed access is usually available to the records of subordinates or other people for whom the user is responsible.

From the search results, the user can:

  • Navigate to a person's portrait.

  • Initiate actions, such as change an address or transfer a worker. The available actions depend on the security privileges of the user. For example, a line manager can transfer a subordinate, but the transfer action is not available to a worker's peers.

In the Keywords field, users can enter both actions and keywords. For example, a line manager could enter Promote Frank Green. If the user is authorized to perform the action for the named worker and there is only one search result, then the process is launched automatically, thereby reducing the number of steps to initiate an action. If there are multiple search results, the user makes a selection in the usual way from the search results.

Worker Self-Service

A worker's own portrait, the My Portrait tab in the person gallery, contains the most detailed collection of information about the worker. It is also the launch point for the worker's self-service actions, such as maintaining address details, changing marital status, and participating in social connections.

Line Manager Self-Service

When line managers view the portraits of their direct and indirect reports, they see more detailed information than is available in the public version of a worker's portrait and can perform actions that are not available in the public portrait. For example, line managers can promote or terminate workers, provision roles to them, or share their information with third parties.

Person-Record Keyword Searches: Explained

The application searches for keyword values in these attributes of a person's records: department, job name and code, position name and code, person name, primary e-mail, primary phone, work location, competencies, language skills, licenses and certifications, school education, awards and honors, affiliations, areas of interest, and areas of expertise.

This topic describes:

  • Access to restricted information

  • Keyword indexing

  • Searches using date-effective keywords

Access to Restricted Information

Access to information about a person's competencies, language skills, licenses and certifications, school education, awards and honors, and affiliations is restricted to a person's line managers. For example, if a line manager searches for a language skill and a match is found in the language-skills information of the manager's direct or indirect reports, that information appears in the search results. Restricted information is not searched and is never included in search results when the searcher is not a line manager. However, if the match is found in public information, such as areas of expertise, it appears in the search results for any user.

Keyword Indexing

Keywords are indexed values, which means that they are copied from person records and organized in a keywords table for fast retrieval. Most changes to person records are copied as they occur to ensure that there is no difference between the source and indexed values. Your enterprise can also run a keyword-refresh process to update all keywords and fix any discrepancies. Depending on when this process was last run, some recent changes to person records may not appear in search results.

Searches Using Date-Effective Keywords

In the professional user person search, you can enter an effective as-of date. When date-effective values, such as work location, are copied to the keywords table, their history is not copied: only the latest change is stored in the keywords table. Therefore, if you enter both a keyword value and an effective as-of date, the search results may not be as expected.

For example:

  • You change the work location of assignment 12345 from Headquarters to Regional Office on 27 January, 2011.

  • The changed work location is copied automatically to the keywords table on 27 January, 2011.

  • You search for a person on 1 February, 2011 using the keyword Headquarters and the effective as-of date 10 January, 2011.

Although the work location on 10 January, 2011 was Headquarters, assignment 12345 does not appear in the search results because the work location stored in the keywords table at the time of the search is Regional Office.

Maintaining Person Keywords: Explained

Several attributes of person, employment, and profile records are used as person-search keywords. Keyword values are copied automatically from the originating records to the PER_KEYWORDS table, where they are indexed to improve search performance.

This topic explains:

  • How person keywords are maintained

  • Why you run the Update Person Search Keywords process

  • How to schedule the Update Person Search Keywords process

How Person Keywords Are Maintained

Whenever the value of a keyword attribute changes (for example, if a person acquires a language skill or a different phone number), an event is raised. In response, services run a process to update the relevant attributes for the person in the PER_KEYWORDS table; therefore, most changes are made in PER_KEYWORDS immediately and automatically.

When you create a new person record, keyword values for that person are copied automatically to the PER_KEYWORDS table.

Why You Run the Update Person Search Keywords Process

Although most changes to the PER_KEYWORDS table are made automatically, you need to run the Update Person Search Keywords process regularly because the automatic process does not apply future-dated changes to the PER_KEYWORDS table. Running the Update Person Search Keywords process also ensures that all changes are copied to the PER_KEYWORDS table, despite any temporary failures of the automatic process.

How to Schedule the Update Person Search Keywords Process

You can run the Update Person Search Keywords process manually or schedule it to run at regular intervals (for example, weekly at a specified time).

The likely volume and frequency of changes to person records in your enterprise will determine how often you run the Update Person Search Keywords process:

  • If the volume and frequency are high, you need to schedule the process to run frequently.

  • If the volume and frequency are low, running the process once a month is recommended.

When you run the Update Person Search Keywords process, the whole PER_KEYWORDS table is refreshed; therefore, you are recommended to run the process at times of low activity to avoid performance problems.

Relationship Strength: Explained

When you search for a person, you can display the results in order of their likely relevance to you to increase the chances of the search target appearing near the top of the list. The relevance of a search result is based on the strength of the relationship between you and that person.

These factors contribute to relationship strength:

  • Proximity in the organization hierarchy

  • Proximity in the position hierarchy

  • Proximity in the manager hierarchy

  • Proximity of work location

  • Proximity in a social network

  • Frequency of prior selection

  • Your own assessment

When you order search results by relationship strength, people in the search results who have no measurable relationship with you are ordered alphabetically by name and appear following those who have a relationship with you.

Proximity in the Organization Hierarchy

If a person belongs to the same organization hierarchy as you, a relationship exists. The strength of the relationship depends on the number of organization boundaries between you and that person. For example, a person in the same organization has a stronger relationship with you than a person in the organization above or below you.

Proximity in the Position Hierarchy

If a person's position is in the same position hierarchy as your position, a relationship exists. The strength of the relationship depends on the number of positions that separate your position from the other person's. For example, a person whose position is the same as yours has a stronger relationship with you than a person whose position is at a different level in the hierarchy.

Proximity in the Manager Hierarchy

If a person belongs to the line manager hierarchy from your primary assignment, a relationship exists. The strength of the relationship depends on how many people occur between you and that person in the hierarchy. For example, a person who reports directly to you has a stronger relationship with you than a person who reports indirectly to you.

Proximity of Work Location

The details of the work location on your primary assignment are compared with the work location on each assignment that appears in the search results. The closer the locations are to each other, the stronger the relationship. For example, a person on the same floor of the same building has a stronger relationship with you than someone in a different building or town. A person in a different country has no relationship with you.

Proximity in a Social Network

A person who belongs to the same social network as you has a relationship with you.

Frequency of Prior Selection

If you have previously selected a person during a specified period, which is 7 days by default, a relationship exists. The strength of the relationship depends on how often you have selected that person. For example, a person you have selected five times during the previous week has a stronger relationship with you than someone you have selected only once during the same period.

Your Own Assessment

You can indicate your interest in a person by increasing or decreasing the rating of a search result. If you select the maximum rating, the relationship strength is multiplied by 2 by default. If you select the minimum rating, the relationship strength is divided by 2 by default. Your enterprise can change the default multiplier to change the impact of your assessment relative to other factors. Your ratings are stored and contribute to the calculation of relationship strength in future searches.

Relationship Strength in the Gallery Search: How It Is Calculated

Gallery search results can be listed in order of the strength of the relationship between the person performing the search and each person whose assignment is in the search results: the stronger the relationship, the nearer to the top of the results an assignment appears. This topic describes how relationship-strength values are calculated for individual factors, such as proximity in the manager hierarchy and work location, and how those results are combined to give an overall relationship-strength value.

How Relationship Strength Is Calculated

The calculation of relationship strength is based on several factors.

  1. When the searcher's primary assignment is in the same organization or position hierarchy as a person's assignment, the strength of the relationship depends on their proximity to each other in the hierarchy. To calculate the relationship strength, 100 is divided by the number of boundaries plus 1 between the searcher and the person, as shown in the following table.


    Hierarchy Boundaries

    Calculation

    Relationship Strength (%)

    0

    100/1

    100

    1

    100/2

    50

    2

    100/3

    33.3

    3

    100/4

    25

    The maximum number of hierarchy boundaries to include in the calculation is 4 by default. You can set this value for the enterprise on the HR: Maximum Hierarchy Proximity profile option.

  2. When the searcher's primary assignment is in the same manager hierarchy as a person's assignment, the strength of the relationship depends on their proximity to each other in any direction in the hierarchy. To calculate the relationship strength, 100 is divided by the number of people removed from the searcher the person is, as shown in the following table.


    People

    Calculation

    Relationship Strength (%)

    1

    100/1

    100

    2

    100/2

    50

    3

    100/3

    33.3

    4

    100/4

    25

    Only the manager hierarchy associated with the line manager of the searcher's primary assignment is included in the calculation.

    The maximum number of hierarchy boundaries to include in the calculation is 4 by default. You can set this value for the enterprise on the HR: Maximum Hierarchy Proximity profile option.

  3. The location on the searcher's primary assignment is compared with the location on the person's assignment. Relationship strength values are allocated according to the relative locations of the searcher and the person, as shown in the following table.


    Location

    Relationship Strength (%)

    Same floor of building

    100

    Same building

    80

    Same postal code

    60

    Same town or city

    40

    Same country

    20

    People in a different country from the searcher have no relationship with the searcher.

  4. The number of times the searcher selects a person's assignment from the search results is recorded automatically. This value is compared with the maximum number of times the searcher has selected any person and assignment in a specified period. For example, if the searcher selects Andrew Jones 10 times in a week and Gloria Schmidt twice in a week, then the relationship strength values are 100% for Andrew Jones and 20% for Gloria Schmidt. The period of time during which the searcher's selection history is recorded is 7 days by default. You can set this value for the enterprise on the HR: Selection History Timeout profile option.

  5. If the searcher is in the same social network as the person, then the relationship-strength value is 100%; otherwise, the relationship-strength value is 0%.

  6. The relationship strength for each individual factor is multiplied by a weighting value, which is 0.5 by default, as shown in the following example.


    Factor

    Relationship Strength (%)

    Weighting

    Result (%)

    Organization hierarchy proximity

    100

    0.5

    50

    Position hierarchy proximity

    0

    0.5

    0

    Manager hierarchy proximity

    100

    0.5

    50

    Location proximity

    80

    0.5

    40

    Selection history

    40

    0.5

    20

    Social network

    100

    0.5

    50

    Totals

    3

    210

    You can change the weighting values for individual factors on the relevant profile options, such as HR: Manager Hierarchy Weight and HR: Location Proximity Weight, to change the relative importance of those factors.

  7. Each search result has a default searcher rating of 3, which has no effect on the relationship strength. However, the searcher can set this rating for individual results to a value between 1 and 5; values above 3 increase the relationship strength and values below 3 decrease it.

    Each rating value is associated with a multiplying factor. The highest multiplying factor (the one used when the searcher sets the rating for a search result to 5) is specified on the profile option HR: Relationship Priority Factor, which is set to 2 by default. This table shows the default multiplying factors


    Searcher Rating

    Multiplying Factor

    1

    1/2

    2

    1/1.5

    3

    1

    4

    1.5

    5

    2

    The total of the individual relationship-strength percentages is multiplied by the multiplying factor associated with the searcher's rating. For example, if the default rating (3) applies, then 210*1 =210. The searcher can double the multiplying factor by setting a search result's rating to 5 or halve it by setting the rating to 1.

    If you change the setting of HR: Relationship Priority Factor, then you automatically change the associated multiplying factors. This table shows the multiplying factors for HR: Relationship Priority Factors from 3 through 6.


    Searcher Rating:

    1

    2

    3

    4

    5

    HR: Relationship Priority Factor 3

    1/3

    1/2

    1

    2

    3

    HR: Relationship Priority Factor 4

    1/4

    1/2.5

    1

    2.5

    4

    HR: Relationship Priority Factor 5

    1/5

    1/3

    1

    3

    5

    HR: Relationship Priority Factor 6

    1/6

    1/3.5

    1

    3.5

    6

    If you increase the HR: Relationship Priority Factor value, you increase the effect of the searcher's ratings relative to the other factors.

  8. The result of multiplying the total of the individual percentages by the factor associated with the searcher's rating is divided by the sum of the individual weighting values. The result of this calculation is the relationship strength between the searcher and the person in the search result. For example: 210/3=70%

    Results that are greater than 100 are set to 100%.

Because the factors that contribute to this calculation are likely to change often, the calculation runs daily by default and the results are stored. However, you can schedule the Calculate Relationship Strength process to suit local requirements.

Calculating Relationship Strength: Examples

In the gallery, you search for the name "Rossi." Three assignments are found, and two of those belong to the same person. This topic shows how the order of the search results is calculated.

This table shows the profile-option settings used in these examples.


Profile Option

Setting

HR: Organization Hierarchy Weight

1.0

HR: Position Hierarchy Weight

1.0

HR: Manager Hierarchy Weight

1.0

HR: Location Proximity Weight

0.75

HR: Selection History Weight

0.75

HR: Social Network Weight

0.5

HR: Selection History Timeout

30 days

HR: Maximum Hierarchy Proximity

5

HR: Relationship Priority Factor

3

John Rossi, Assignment 1

In this assignment, John Rossi

  • Is not in the same organization, position, or manager hierarchy as you

  • Works in the same postal-code area as you

  • Belongs to your social network

You have not selected John Rossi in the selection-history period, nor have you ever set a rating for him. This table shows the relationship-strength values for the individual factors.


Factor

Relationship Strength (%)

Weighting

Result (%)

Organization hierarchy proximity

0

1.0

0

Position hierarchy proximity

0

1.0

0

Manager hierarchy proximity

0

1.0

0

Location proximity

60

0.75

45

Selection history

0

0.75

0

Social network

100

0.5

50

Totals

5

95

When the multiplying factor (1) for the default rating (3) is applied to the total of the individual results (95), the result is 95. The overall relationship strength is 19%, which the result of dividing 95 by the sum of the weighting factors (5).

John Rossi, Assignment 2

In this assignment, all factors are the same as for assignment 1, except that John Rossi is on the same floor of the building as you. The relationship strength for the location factor is therefore 75% (100/0.75), and the overall relationship strength is 25%.

Donna Rossi

Donna Rossi is in the same organization hierarchy as you.

Donna's assignment is in organization E, and your primary assignment is in organization B. The number of organization boundaries is 3 (organizations A, D, and E).

The hierarchy contains 6 organizations. Organization A is at the top of the hierarchy. At the next level down are organizations B, D, and F. Organization C is below organization B. Organization E is below organization D.

Donna Rossi is also in the same manager hierarchy as you.

Donna is two people removed from you in the hierarchy (T. Sahay and Donna Rossi).

You, Joe Wise, and Donna Rossi report to T. Sahay. Carla Woods reports to Donna Rossi.

Other relationship-strength factors for Donna:

  • She works in the same town as you.

  • She does not belong to your social network.

  • You have selected her assignment twice before during the selection-history period. The maximum number of times you have selected any single result in this period is 4, which means that the selection-history relationship strength for Donna is 50%.

  • When you last searched for her, you set her rating to the maximum value, giving a multiplying factor of 3.

This table shows the relationship-strength values for Donna.


Factor

Relationship Strength (%)

Weighting

Result (%)

Organization hierarchy proximity

25

1.0

25

Position hierarchy proximity

0

1.0

0

Manager hierarchy proximity

50

1.0

50

Location proximity

40

0.75

30

Selection history

50

0.75

37.5

Social network

0

0.5

0

Totals

5

142.5

When the multiplying factor (3) for the maximum rating (5) is applied to the total of the individual results (142.5), the result is 427.5. The overall relationship strength is 427.5/5, which is 85.5%.

Therefore, the order of the search results is:


Order

Name

Assignment

Relationship Strength (%)

1

Donna Rossi

1

85.5

2

John Rossi

2

25

3

John Rossi

1

19

Search Relevance Profile Options: Explained

The strength of the relationship between the person performing a gallery search and each person whose assignment appears in the search results can determine the order of the results: the stronger the relationship, the closer to the top of the results an assignment appears. The search relevance profile options control how the strength of the relationship between the searcher and the search result is calculated.

Weighting Profile Options

Using the following profile options, you can change the weighting applied to the relevant factors.


Profile Option

Description

HR: Organization Hierarchy Weight

Specifies the weighting applied to the relationship strength value for the organization hierarchy proximity factor.

HR: Position Hierarchy Weight

Specifies the weighting applied to the relationship strength value for the position hierarchy proximity factor.

HR: Manager Hierarchy Weight

Specifies the weighting applied to the relationship strength value for the manager hierarchy proximity factor.

HR: Location Proximity Weight

Specifies the weighting applied to the relationship strength value for the location proximity factor.

HR: Selection History Weight

Specifies the weighting applied to the relationship strength value for the selection history factor.

HR: Social Network Weight

Specifies the weighting applied to the relationship strength value for the social network factor.

The default value of each weighting profile option is 0.5. To increase the relevance of a factor relative to other factors, you increase its weighting; to decrease its relevance, you reduce its weighting.

HR: Selection History Timeout

The number of times the searcher selects a person's assignment from the search results during a specified period, which is 7 days by default, is recorded automatically. You can specify this period for the enterprise on the HR: Selection History Timeout profile option.

HR: Maximum Hierarchy Proximity

When the searcher's primary assignment is in the same organization, position, or manager hierarchy as a person's assignment, the strength of the relationship depends on their proximity to each other in the hierarchy. The maximum number of hierarchy boundaries to include in the calculation is 4 by default. You can set this value for the enterprise on the HR: Maximum Hierarchy Proximity profile option.

HR: Relationship Priority Factor

The searcher can specify a rating for a search result, and each rating is associated with a multiplying factor. On this profile option, you can specify the highest possible multiplying factor that can be applied to a search result. By default, the multiplying factor is 2. If you increase its value, you increase the significance of the searcher's own ratings relative to other factors.

Including Gallery Messages in Portraits: Examples

Using gallery messages, you can publish information about the availability of the workforce to portrait users. The following scenarios explain how calendar event and custom gallery messages are used.

Including Calendar Event Messages in Portraits

When you select a calendar event category, such as Public holiday, a message for each calendar event in that category appears in relevant portraits for the duration of the event. How relevant portraits are identified depends on whether you use work schedules:

  • If you use work schedules, relevant portraits belong to people who have a primary schedule or schedule assignment that includes the calendar event as an exception.

  • If you do not use work schedules, relevant portraits belong to people who are in the locations or organizations associated with the calendar event.

For example, St. Stephen's Day is a public holiday in Germany but not in France or India. If you select the public-holiday event category, this message would appear on St. Stephen's Day in the portraits of workers in your German locations:

Public holiday St. Stephen's Day

The calendar event category precedes the calendar event name. The message does not appear:

  • For workers in the German locations whose primary schedule or schedule assignment does not include this calendar event as an exception

  • For workers in the French or Indian locations

Calendar event messages precede any custom messages in the same portrait. Messages do not appear for categories that you do not select.

Including Custom Gallery Messages in Portraits

Custom gallery messages typically warn portrait users of situations that may affect workforce availability. For example, assume that your sales team has relocated for two weeks while building works are completed. You want the following message to appear in the portraits of the sales team for that period:

The sales team is currently working from building 370. Use mail stop 209. Phones are unaffected.

When you create the message, you select the target department (sales) and the target location (building 350). The message appears in the portraits of all workers who have at least one active assignment in the sales department in building 350 during the specified period. At the end of that period, the message disappears from portraits; however, you can edit any component of the message at any time. For example, if the building work takes longer than expected, or if it resumes later in the year, you can edit the message.

If the message applies to a hierarchy of departments, you select the target organization hierarchy and, if appropriate, the top organization when creating the message. The target organization hierarchy always identifies a department hierarchy.

The priority value, which is unique for the specified period, determines where the message appears relative to other custom messages in the same portrait. Custom gallery messages always follow calendar event messages in the same portrait.

Public-Portrait Settings: Explained

You can specify, for the enterprise, which portrait users can see some types of portrait information by default. For example, you could allow all portrait users to see the social network portrait card but only a person's managers to see the person's skills and qualifications information. The portrait user's role determines the actions that the user can take in a person's portrait.

You can share each type of portrait information by default with:

  • My Managers

    Anyone above the worker in the manager hierarchy can see the specified portrait information.

  • Connections

    The worker's social connections can see the specified portrait information.

  • Everyone

    Anyone who can view the portrait can see the specified portrait information.

Allowing User Control of Portrait Settings

If you allow user control of any setting, then workers can update the setting from their own portraits. For example, if you allow user control of the skills and qualifications entry, then a person can prevent portrait users from seeing that information, regardless of your default setting. To ensure that some portrait users, such as a person's managers, always have access to particular information, do not allow user control of the portrait setting for that information.

Pending Transactions: Explained

Transactions may go through an approval process before being applied to the database. A transaction typically passes through a chain of approvers, and remains in pending status until the final approver in the approval chain has approved the transaction.

Viewing Pending Transactions

You can view a list of your pending transactions, including transactions that you:

  • Initiated

  • Approved, but the transactions are still pending because one or more approvers in the approval chain have not approved yet

  • Returned to the previous approver

  • Reviewed as a notification recipient

This list also includes transactions routed to any approval groups that you belong to, even though you may not have approved the transactions. You can edit a pending transaction and perform the same actions as those available in your worklist or notification summary. You can approve, reject, or return a transaction to the previous approver. Also, you can withdraw transactions that you have initiated. For example, you may want to withdraw a new hire transaction after initiating it, because of budget constraints.

Viewing Nonpending Transactions

You can view transactions that you saved for later, and transactions that are not pending with you anymore, for example your approved and rejected transactions. You can suspend transactions that you have initiated or approved. For example, you may want to suspend a new hire transaction that you have approved, until the hiring policy changes are finalized. A suspended transaction remains inactive until you resume the transaction. However, the ability to suspend transactions is controlled by the workflow role BPMWorkflowSuspend. The suspend and resume actions are available only to users having this role.

FAQs for Maintain Worker Directories

What are the portrait settings?

The portrait settings control who can see each item of information in the public version of your portrait. For example, you could allow all portrait users to see your message board, only people in your social network to see your network activity stream, and only your direct and indirect managers to see information about your experience and qualifications.

For some items of information, you may not be able to change the current setting. These settings are fixed for the enterprise and are outside your control.

Why can't I see the roles that I want to request for myself?

A role must satisfy two requirements before it appears in the list of roles that you can request:

  • A role mapping must exist in which the Self-requestable option is selected.

  • At least one of your assignments must match all of the conditions in the role mapping. For example, if the role mapping for the role Expenses Reporting includes the department UK Sales as a condition, then you must have at least one assignment in the UK Sales department; otherwise, the Expenses Reporting role does not appear among the roles that you can select.

Typically, a human capital management application administrator or IT security manager creates and maintains role mappings for the enterprise.

What happens if I share information?

You can share personal information with both internal recipients (people within the enterprise) and external recipients (people outside the enterprise) who otherwise have no access to this information.

Internal recipients receive a notification with a link to the line manager version of your portrait, which includes contact details, biographical information, and employment information. The shared version does not include benefits, payroll, compensation, or user account details. A recipient's access to the information does not expire, but you can revoke it.

External recipients see only the information that you select for sharing. Each external recipient receives an e-mail with a link to the shared information. Their access to this information expires at a time that you specify.

If you are a line manager, you can share the information of people who report to you with both internal and external recipients. The approval of the people whose information you are sharing is required.

Do recipients of shared information have unlimited access to it?

No. Internal recipients retain access to the line manager version of your portrait until you revoke their access. External recipients' access to the shared information is controlled by the expiration date but you can revoke access explicitly. For example, you may want to revoke access because you entered the recipient e-mail address incorrectly.

What happens if the information changes after I share it with an external recipient?

Any changes to the information are also available to the external recipient. For example, if you share your information with an external recipient on June 1 and the recipient views it on June 5, they see the information effective as of June 5. If the worker was terminated on June 3, for example, no information is available to the recipient.

Why did my keyword search not return the results I expected?

Keywords are indexed attributes: they are copied automatically from real-time person records to a keywords table and organized for efficient searching. In some cases, keywords are copied only when your enterprise runs the keyword-refresh process. Depending on how frequently your enterprise runs this process, some recent changes to person records may not appear in keyword-search results.

Keyword searches return a result only if you have security access to the information in which the keyword is found. For example, if your search keyword is "procurement" and a match occurs in a person's competencies, the person appears in the search results only if you have security access to the person's competencies information.

You may be able to include an effective as-of date in the search criteria. When date-effective values, such as work location, are copied to the keywords table, their history is not copied: only the latest change is stored in the keywords table. Therefore, if you enter both a keyword value and an effective as-of date, the search results include only those assignments for which the keyword value in the keywords table matches the keyword value on the effective as-of date.

Why do some people appear more than once in the search results?

Each search result relates to an assignment; therefore, any person who has multiple assignments can appear more than once in the search results. If the search criteria include assignment attributes, such as department or job, only those assignments that satisfy all the search criteria appear in the search results.

What's the difference between rejecting and withdrawing a transaction?

The effect of these actions is the same: the transaction is not applied to the database. However, the persons performing the actions are different.

Only the initiator of a transaction can withdraw the transaction. Only the current approver in the approval chain can reject the transaction.

For example, suppose you submitted a transfer request for approval. Following a change in the transfer policy, the transfer request is now invalid. Either you can withdraw the transaction or the current approver in the approval chain can reject the transaction. In either case, the transaction is not applied to the database.

Why was my saved transaction deleted?

Because an identical transaction initiated for the person by another user was applied to the database.

What's a calendar event message?

Calendar events identify dates, such as public holidays, on which the standard work patterns of a workforce are likely to be disrupted. Calendar event messages appear in the portraits of people affected by a calendar event. For example, a message about a Spanish public holiday could appear in the portraits of workers in Spain. Portrait users will then understand why workers in Spain are unavailable on that date.

What's a custom gallery message?

Custom gallery messages alert portrait users to events other than calendar events that could affect worker availability. For example, a custom gallery message could inform portrait users that people in a particular location are temporarily working in a different building or that weather conditions are restricting travel to the workplace. The message appears in relevant portraits for the period that you specify.

Why did a calendar event message not appear in all portraits in an organization or location?

If you use work schedules and a person is affected by a calendar event, the calendar event must be included in the person's primary schedule or schedule assignment as an exception to the schedule. Otherwise, even though the person belongs to the organization or location affected by the calendar event, no calendar event message will appear.

FAQs for Manage Records Retention Program

What's the purpose of creating a document record?

Create document records to store information about documents such as work permits, and visas, and upload electronic versions of the documents as attachments. Document records store necessary document details such as the period for which the document is valid. This information can then be used for reporting purposes. For example, HR specialists can see the reports of documents that are near expiration in their dashboard.

Why are some approvers already appearing for the document record?

The document type you select determines whether the document record requires approval. The list of approvers is predefined for the document type, however, you can add additional approvers. You receive a notification once the document record is approved. Following approval, the document record is then accessible and available for use in reports and analytics, for example.

Manage Checklists

Checklist Components: How They Fit Together

Use checklists for actions that require the completion of standard tasks, such as creating users or reassigning resources. For example, employee hire and termination actions typically require a number of people to complete standard tasks. You create and maintain tasks within a checklist template. You can create checklist templates that can be allocated to persons either automatically or manually.

The figure shows the components of a checklist template and their major relationships.

Checklist template

This figure shows the components of the checklist allocation process and how they relate to each other.

Components of the checklist allocation process and how they relate to each other

Action

Actions track changes in personal circumstances, for example, new hire, transfer, or termination. Link an action to a checklist template to allocate the checklist to persons automatically when they experience the action. Note that, the checklist template is still available for manual allocation, even if it is linked to an action.

Task

You create tasks within a checklist template, however, managers can also create and maintain tasks within an allocated checklist. You can enter a task duration and specify if a task is required. When the task appears in an allocated checklist, the date in the target end date field reflects this duration. You can set the checklist status to completed only if all the required tasks are complete.

Eligibility Profile

Link an eligibility profile to a checklist task to control whether that task appears in a specific allocated checklist. The task appears in the allocated checklist of a worker only if the worker matches the eligibility criteria.

Task Performer

Performer is the person carrying out the task. You select the task performers' areas of responsibility when you create a checklist template. During checklist allocation, the persons with the selected responsibilities are automatically assigned as performers for the tasks and notified of the assignment. You can view, but not update, the task performers in the allocated checklist.

Allocated Checklist

Allocated checklists are those that have been allocated to workers and contain the tasks relevant to them.

Task Owner

Task owner, generally synonymous with a manager, is the person responsible for ensuring task completion. Managers can display the tasks within an allocated checklist and monitor the status themselves or assign alternative owners for the tasks.

Checklist and Task Statuses: Explained

Managers can display the allocated checklists for their workers and update the checklist and task statuses as necessary. Performers and owners can view the checklist tasks assigned to them in their worklist and update the task status. Note that these statuses are not used to determine the checklist or task availability, they are for information purposes only.

The checklist and task statuses are:

  • Initiated

  • Completed

  • Rejected

  • Outstanding

  • In Progress

  • Suspended

Initiated

The status of the checklist and the tasks in the checklist is automatically set to initiated when you allocate the checklist.

Completed

Use this status to indicate that the checklist or task is complete. You can set the checklist status to completed only if all the required tasks are complete. The checklist status is automatically set to completed when you set the status of the last required task to completed. Note that the task does not disappear from the allocated checklist or the worklist when you set the status to completed. You must delete it yourself if required.

Rejected

Use this status to reject a checklist, for example, because it was wrongly allocated to a person. Task owners or performers can use this status to decline ownership of a task, for example, if the task has been wrongly assigned to them.

Outstanding

Use this status to indicate that the checklist or task is not complete by the target date.

Other Task Statuses

Use the other statuses to record progress made against the checklist or tasks, for example, to indicate that tasks are in progress or the checklist is suspended because of unavailability of resources.

Creating a Checklist Template: Worked Example

This example demonstrates how to create a checklist template that is allocated automatically to all newly hired workers to track certain tasks involved in hiring a worker. The tasks in the checklist vary according to eligibility rules.

The following table summarizes key decisions for this scenario:


Decisions to Consider

In this Example

Allocate checklist automatically?

Yes, checklist is allocated automatically to persons experiencing new hire action.

Which tasks to include in the checklist?

  • Plan and Schedule Training

  • Issue Laptop

  • Procure Meal Vouchers

What are the task performers' responsibilities?

  • The worker's line manager is the performer of the task Plan and Schedule Training

  • Performer for the task Issue Laptop has the responsibility type IT Support Representative.

  • The worker himself is the performer of the task Procure Meal Vouchers.

Do eligibility rules apply to any tasks?

  • Issue Laptop task applies to manager users only

  • Procure Meal Vouchers task applies to work location India only

Create a checklist template, associate it with the Hire action, and create three tasks for the template.

Prerequisites

  1. Create an eligibility profile Manager_Users for all manager users.
  2. Create an eligibility profile Work_Location_India for work location India.
  3. Create a responsibility IT Support Representative and assign persons to this responsibility.

Creating a Checklist Template

  1. On the Person Management Overview page, click Manage Checklist Templates to open the Manage Checklist Templates page.
  2. Click Create.
  3. On the Create Checklist Templates page, complete the fields, as shown in this table:

    Field

    Value

    Name

    New Hire

    Category

    On Boarding

    Action

    Hire


Creating Checklist Tasks

  1. In the Tasks region, click Create.
  2. For each task, complete the fields, as shown in this table:

    Field

    Plan and Schedule Training Task

    Issue Laptop Task

    Procure Meal Vouchers Task

    Required

    Yes

    No

    No

    Eligibility Profile

    Manager_Users

    India_Work_Location

    Performer

    Line Manager

    Responsibility Type

    Worker

    Responsibility Type

    IT Support Representative


  3. Click Submit.

FAQs for Manage Checklists

Can managers make changes in the checklist template after creating it?

No. Managers cannot edit or delete the checklist template that they create using the save as template option. However, they can allocate the checklist template to workers and edit the checklist and task attributes within the allocated checklists. The HR specialist can make changes in the checklist template if required and make the revised template available for allocation to all users.

Can workers view the checklist tasks allocated to them?

No. Only task owners and performers can view and update checklist tasks. You can, however, designate workers as task owners or performers if you want workers to track the progress of their tasks or perform the task actions.

How do changes in the checklist template affect allocated checklists?

Each allocated checklist is a specific instance of the checklist template. Therefore, changes in the checklist template do not affect the allocated checklists. Similarly, the checklist template is unaffected by changes in the allocated checklists.

What happens when I allocate a checklist template?

The allocated checklist contains the tasks relevant to the person to whom the checklist is allocated; For example, tasks associated with eligibility profiles appear in the allocated checklist only if the person meets the eligibility criteria. During allocation, performers are derived for the tasks based on the option selected in the checklist template. Both task performers and owners are notified of the assignment; they can access and take action on the notification either from the Recent Notifications Alert or from the My Tasks section in their BPM worklist. They can optionally create a user view to filter the tasks in their worklist, for example, task owners may create a user view to only display those tasks that they own and not display tasks for which they are performers.

Where there are multiple performers for a task, a performer can claim a task by accessing the notification; Once a performer claims the task, the task assignment notification disappears from the other perfomers' worklists.