How You Define an HCM Approval Policy

This example shows how to define an approval policy for employee hires in the Sales department using the Manage Approval Transactions for Human Capital Management task.

If the Department of the new hire is Sales, approvals should route to the first level line manager of the requester and FYI only to the HR Representative of the worker.

If the Department of the new hire is Finance, approvals should route to the second level line manager of the requester and FYI only to the HR Representative of the worker.

The following table summarizes key decisions for this scenario.

Decisions to Consider	This Example
Who will approve employee hire requests?	Managers in the Sales department. The human resources representative of any new hire doesn't need to approve but is informed of the hire after the relevant manager has approved.
Which approval actions must approvers take?	Managers must approve the hire. The human resources representative receives an approval notification for all hires, but no response is needed.
Can the required level of management approval vary?	The required level of approval varies with the grade of the new hire. The requester's: First-level manager approves the trainee grades 1 through 3 Second-level manager approves the professional grades 4 and above

Summary of the Tasks

To define the approval policy in this example, you:

1. Navigate to the Manage Approval Rules: Hire an Employee page.

2. Assemble the approval sequence.

3. Define the approval rule for trainee grades.

4. Define the approval rule for professional grades.

5. Define the approval rule for all grades.

Navigating to the Manage Approval Rules: Hire an Employee Page

1. In the Setup and Maintenance work area, click the Search button and search for the task Manage Approval Transactions for Human Capital Management.

2. In the Search Results region, click the task name.

3. On the Manage Approval Transactions page, enter the search term Hire in the Name field.

4. Click Search.

5. In the Search Results region, click the Configure button in the Rules column for the transaction Hire an Employee.

Assembling the Approval Sequence

1. On the Manage Approval Rules: Hire an Employee page, confirm that an entry for Line Manager appears in the Approval Sequence region.

2. In the Approvers region, click the Add icon on the Human Resources Representative entry to add it to the right of the Line Manager entry in the Approval Sequence region.

Defining the Approval Rule for Trainee Grades

1. In the Approval Sequence region, select the Line Manager entry.

2. Click the Edit icon to edit the rule settings.

3. In the Name field of the Edit Rule Settings window, enter the rule name SalesHiresTraineeGrades. (The name can't contain spaces.)

4. In the IF statement for the SalesHiresTraineeGrades rule, click the Add icon to the right of the first condition to create an additional condition.

5. Complete the fields of the two condition statements as shown in this table.

   Attribute Name	Operator	Attribute Value	And or Or
   Department	==	Sales	and
   Grade	<=	3

6. In the THEN statement for the SalesHiresTraineeGrades rule, complete the fields as shown in this table.

   Field	Value
   Action	Approval required
   Route Using	Line Manager
   Approval Chain of	Requester
   Start with	Manager
   Number of Levels	1
   Top Approver	Manager

Defining the Approval Rule for Professional Grades

1. Click Add Rule.

2. Click the Edit icon to edit the rule settings.

3. In the Name field of the Edit Rule Settings window, enter the rule name SalesHiresProfessionalGrades.

4. In the IF statement for the SalesHiresProfessionalGrades rule, click the Add icon to the right of the first condition twice to create two additional conditions.

5. Complete the fields of the three condition statements as shown in this table.

   Attribute Name	Operator	Attribute Value	And or Or
   Department	==	Sales	and
   Grade	>	3	and
   Grade	<=	6

6. In the THEN statement for the SalesHiresProfessionalGrades rule, complete the fields as shown in this table.

   Field	Value
   Action	Approval required
   Route Using	Line manager
   Approval Chain of	Requester
   Start with	Second Level Manager
   Number of Levels	1
   Top Approver	Second Level Manager

Defining the Approval Rule for All Grades

1. In the Approval Sequence region, select the Human Resources Representative entry.

2. In the Rules region for the new rule, click the Edit icon to edit the rule settings.

3. In the Name field of the Edit Rule Settings window, enter the rule name SalesHiresAll Grades.

4. In the IF statement for the SalesHiresAllGrades rule, complete the fields of the condition statement as shown in this table.

   Attribute Name	Operator	Attribute Value
   Department	==	Sales

5. In the THEN statement of the SalesHiresAllGrades rule, complete the fields as shown in this table.

   Field	Value
   Action	Information Only
   Representative Type	Human Resource Representative
   Representative of	Worker's Proposed Representative

6. Click Submit.