Change Request Wizard

Change Request Wizard

Important information about Change Requests:

• The Change Request Wizard allows Users to quickly and easily submit a Change Requestsfor:
  • Employees: can submit a Change Request for themselves and select an Authorisor.
  • Managers: can submit a Change Request for their Team Members/direct reports and select an Authorisor.
  • People & Culture Users: can submit a Change Request for all Employees and select another People & Culture User as Authorisor.
    

Change Requests can be based on:

• Creating a Brand New Record, or selecting an existing record (and changing this record to a new record).
  • NOTE:
    • Some Objects of the Subscribe-HR system are single records only - E.g. Salary.
      
    • Other Objects allow for Employees to hold multiple Active records at once e.g. Bank Accounts, Next of Kin.
• Self-Service options are also available from the START Menu.
  • My Info Self Service and Manager Self-Service are available for Employees/Users to create new records without having to use the Change Requests option.
  • The Change Requests option only allows for a new record to be created once/after the Change Request is Authorised.
• If there are no records in an Employees Object (e.g. No Salary has been created for the Employee), then when you try to use the Change Request Wizard and Widget to Create the First Salary Record for an Employee, the 'Create New' will be the only option available in the Change Request Wizard.
• If there is no 'Active Record, for the type of Change Request you're trying to make, this will also be the case.
• If there are Single or Multiple Active Records in the Object, then the Change Request options available will be
  • Create New.
  • Replace and Create, and
  • Add Additional.
• You can create Multiple new Records at once (if the Object allows), E.g. Multi Jobs if Multi Job Functionality is active.
• Salary - Only one Salary Record is available. So a Change Request will always end the current Active 'Salary' Record and replace it with the new one.

NOTES:

• If your organisation doesn't want Employees and Managers to be able to use 'Self-Service' for creating 'Change Requests' then you will need to deactivate 'My Info' and 'My Teams Info' options from the START menu. The Change Request Widgets need to be Active and Inserted into User's Dashboards to allow for Change Requests to be visible/managed, especially for Managers and People & Culture Users.
• Authorising a Job / Salary Change Request at the same time (from two separate Salary Job Changes Requests at Authorisation Stage):
  • If you perform a Change Request for a Job an/or Salary, then upon Authorisation of either the Job or Salary Change Request, the 'Authorisation' of one change (ie Job) will also bring into the Authorisation the Salary Change Request/Authorisation for Salary (and vice versa for Salary -> Job).
  • The system will recognise an outstanding Job or Salary Authorisation based on which ever is being Authorised e.g. Job -> Salary or Salary -> Job.

Change Request Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Change Request Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Previous - allows you to go back one step.
9. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
10. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
11. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
12. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
13. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
14. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTES:

• There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).
• For security reasons, there are restrictions on the types of attachments/files that can be uploaded to the System. Please contact Support or your Project Manager if you have any questions, or if you'd like to confirm which types of files can/can't be attached to records in Subscribe-HR.

How to Trigger the Change Request Wizard

How to trigger the Change Request Wizard.

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Change Request" option from the menu, then click "Select."

NOTES for using the START Wizard menu option for My Info, Manager and People & Culture Dashboards:
Managers (with Line Manager User Group Assigned), can create Change Requests for other Employees, but those Employees must be their direct report (just because an Employee is a ‘Manager’ and has ‘Line Manager’ User Group assigned, this does not allow them to create Change Requests for any/all Employees). Submitting requests for Change Requests works as follows:

• System Administrators and People & Culture Users can create/submit Change Requests for all Users.
  • To do so, the User must be on the People & Culture Dashboard (and can then use the Change Request Wizard via the 'Start' Wizard menu, or via the Change Request Wizard that is accessible via the Change Request Widget on the People & Culture Dashboard).
• Managers can create Change Requests on behalf of their direct reports only (such Managers need to have 'Line Manager' User Group assigned, they have to be set in the System as a 'Manager,' and specified as the Employee's Manager to be able to do this). Other Line Managers can't create Change Requests on behalf of Employees for whom they are not the specified/assigned Manager. Only one Manager can/has the capacity to do this.
  • To do so, the User must be on the Manager Dashboard (and can then use the Change Request Wizard via the 'Start' Wizard menu, or via the Change Request Wizard that is accessible via the Change Request Widget on the Manager Dashboard).

Change Wizard Steps

1. Change Request for – If Employee is doing the Change Request for themselves, this will not appear.

• This step is for Managers and People & Culture Users only. Select the Team Member or Employee/s the Change Request is for.
• You need to be in the Dashboard for Manager or People & Culture, if you want to Submit a "Change Request" for a Team Member / Any Employee.
  

2. Select Change Request – Select the Object that the Change Request is for. E.g. Next of Kin, Salary, Job or Bank Details.

• Note that there are settings in the Development Tool (on the Object) which allow you to enable which Objects which can be used in a Change Request.
  

3. Select the What would you like to do? (there are multiple options to choose from):

• Select Create New Record/s: This option: allows the User to Create New Records. New Records can be created if there are NO current Records in an Object
  • E.g. If there has been no Onboarding done and there are no Bank Account Records, or Superannuation Records, the 'Create New' can be used to Create these.
  • E.g. If there is no Job and / or no Salary, you will create new Records.
    • For Job and Salary, if they have Active Records, you will need to Create and Replace the Existing Job and Salary(not 'Create New'). If Multi Job is used, you can add additional and / or Create and Replace.
  • If you select Create New Record/s you will go to the next step where you can Create New Record/s. You can add Single or Multiple Records.
  • Once you have Created the Record/s you can select the Authoriser to send the Change Request to.
  • The Final Step is the Summary, showing the new Record/s that are being Requested for Change.

NOTE for 'Create New' you can do a Max of 4 Records at a time (this option will be available if there are no existing records in that Object).

• Select Create and Replace: This option allows you to Create New Records and Deactivate Active records.
  • • You will be only able to select Active Records to replace.
    • If you select Two Records to Replace you need to Create Two New Records also.
  • Once you have selected the Active Records you want to Replace, the next screen will allow you to Change To.
  • Click Change To to Create the New Record/s you want to replace the current Active Record/s with.
  • Once you have done this you can select the Authoriser who you want to Authorise the Change Request.
  • The Final Screen is the Summary Screen, show the Change information.

NOTE for 'Create and Replace' you can do this with a Max of 4 Records at a time .

• Select Add Additional: This option allows you to Add Additional Records to already existing Active Record/s.
  • Once you have selected Add Additional you will see a screen which shows the current Active Records that that Object/area of the system.
  • The next screen, allow you to Create, single or Multiple Additional Records.
  • The next screen, allows you to select an Authoriser to send the "Change Request" for Additional Records, to.
  • The Final screen is the Summary screen showing the Additional Records to be added, if the Change Request is Authorised.

NOTE for 'Add Additional' you can do this with a Max of 4 records at a time.