Setting Up PreBoarding and OnBoarding Activity Guides

To support your OnBoarding processes (including both the PreBoarding and OnBoarding phases), you will use the following steps to configure and assign OnBoarding activity guide templates to your new hires. For more detailed information on these procedures, see the corresponding documentation.

  1. Assign the Administrator Role

    The OnBoarding Administrator role grants administrators access to manage updates to the activity guide composer template configuration and OnBoarding administration pages.

  2. Set Up Activity Guide Categories

    Categories contain the technical components that are utilized to define an activity guide template. For example, categories contain the technical definition of one or more steps that can be included in an activity guide. This includes the configuration of steps to be part of the PreBoarding (pre-hire) and/or OnBoarding (on or after the hire) phase of the process.

    (For multi-participant activity guides) Configure the following information for the OnBoarding category:

    • Enterprise Components: AG Composer Categories - Assignees Page: Define users that you will assignee to activity guides, such employee and manager.

    • Enterprise Components: AG Composer Categories - Steps Page: Update the MGR_CHKLST step (if used), Additional Step Context section to have the CHECKLIST_CO parameter point to your own checklist data.

      This section maps additional non-key context data fields to related content service parameters. It associates the step to the related content service HR_AG_CHECKLIST that navigates the manager to the application transaction page to review a list to perform manual tasks from the specified checklist (Set Up HCM, and then Common Definitions, and then Checklists, and then Checklist).

    For a list of delivered OnBoarding category steps, see the Working with OnBoarding Categories and Steps topic that follows.

    For more detailed information on creating and working with categories templates, see Enterprise Components: Setting Up Activity Guide Categories.

  3. Create OnBoarding Activity Guide Templates

    Activity guide templates identify the exact configuration and steps end users will follow to complete their OnBoarding experience. To allow individuals to start the OnBoarding process before their start date, select steps that have been configured for PreBoarding. Activity guide templates are created and managed by template administrators—functional personnel who are very familiar with your organization's HR transaction processes.

    (For multi-participant activity guides) Configure the following information:

    • Enterprise Components: Activity Guide Composer - Security Page: Identify the roles that will access the activity guide, including the employee and manager user.

    • Enterprise Components: Configure Attributes Page: Associate the assignees that need to complete a step. For example, employees will need to be identified as assignees to most all steps, but for the delivered template, only the manager will have access to the Manager Checklist step. Both the employee and manager will see the Before you Start step.

      Note:

      For the delivered OBDMULT template, the Hide Steps option is selected to hide steps for a user when not assigned to him or her. With this option selected, users will only see the steps for which they need to take action.

      (Optional) Set the manager tasks to Required to ensure the employee cannot mark the OnBoarding activity guide complete before the manager completes his or her tasks.

    For a list of delivered OnBoarding templates steps, see the Working with OnBoarding Templates topic that follows.

    For more detailed information on creating and working with templates, see Enterprise Components: Managing Activity Guide Templates.

  4. Configure Documents for PreBoarding and OnBoarding

    Documents can be associated with your OnBoarding activity guide templates and enable your employees to download and view, take action, or attach documents that are vital to the employment process.

    See the Configure Documents - Documents Page and Configure Documents - Templates Page.

  5. (Optional) Set Up Template Assignment

    Template Assignment is a feature within the Activity Guide Composer framework that enables you to define tables and rules to automatically assign activity guide templates. See the Enterprise Components: Setting Up Activity Guide Utilities for Template Assignment documentation and the Working with Template Assignments topic below.

  6. Define OnBoarding Installation Settings

    Use the OnBoarding Installation table to assign OnBoarding information to OnBoarding participants. This includes the employee and manager roles, attachment storage location, activity guide category, template assignment method (by using a default template or the Template Assignment feature), administrator options, and methods for creating a user profile.

    Delivered roles are:

    • Employee Role: OnBoarding Employee

    • Manager Role: OnBoarding Manager User

    For a list of delivered OnBoarding templates, see the Working with OnBoarding Templates topic that follows.

    See the OnBoarding Installation Page documentation.

  7. Manage OnBoarding Events (as needed)

    Use the Manage OnBoarding Event page to add an OnBoarding activity guide trigger for a person who is missing a job assignment trigger or to correct an incorrect template assignment.

    See the Manage OnBoarding Event Page.

    Note:

    An administrator would not normally access this page except in rare cases to correct invalid template assignments or to add a trigger that got missed.

  8. Run the Application Engine process HR_OBD_NOTFY on a regularly occurring interval (PeopleTools > , and then App Engine, and then Submit AE Process Requests and adding a new value for process HR_OBD_NOTFY. Indicate the Specify Process Frequency as Always).

    This process generates reminder notifications for employees on their first day of work if they previously completed PreBoarding steps and there are OnBoarding steps remaining in the activity guide.

    Note:

    The reminder notifications use the Notification Composer definition OnBoardingContinue. This notification ID can be tailored to your organization’s needs and can be overridden by defining a new notification ID and then specifying this new notification ID as the override for the notification event OnBoardingContinue.