Crossboarding Wizard

Revision as of 06:11, 26 May 2023

Crossboarding Wizard

The Crossboarding Wizard enables you to create Crossboarding Workflows to move (an) Existing Employee/s to a different/new Job.

Crossboarding Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Crossboarding 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. Delete - allows you to Delete a Record.
9. Previous - allows you to go back one step.
10. 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.
11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
12. 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.
13. 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.
14. 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.
15. 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).

NOTE: 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).

How to Trigger the Crossboarding Wizard

You can trigger the Crossboarding Wizard from the Wizard popup menu

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 "Crossboarding" option from the menu, then click "Select."

Crossboarding – Select Employees to Crossboard

1. Select Existing Employee/s – select the Employee/s you want to Crossboard by clicking on their name in the table/list one at a time. Each Employee you select will be added to “Existing Employee/s New Information.” Click “Next.”
2. Holding Table - Existing Employee/s – for each Employee added to the Crossboarding List, click on the green “Start Wizard” and then complete all the fields in the Employee Profile, which includes:

• Employee Code.
• Start Date.
• Title.
• First Name.
• Surname.
• Gender
• DOB.
• Email address - personal.
• Email address – work.
• Mobile.
• Post Code.
• Address.

Note: Mandatory fields are marked with an *asterisk. Click “Next.”

Crossboarding – Job and Salary

1. Current Job Name - the Employee’s current Job will be listed here.
2. Type - there are three options:

• New Job and Salary - assigns both a new Job and a new Salary to the Crossboarded Employee.
• New Job Only - assigns a new Job to the Crossboarded Employee.
• New Salary Only - assigns a new Salary to the Crossboarded Employee.

3. Currency - if the 'Multi-Currency' feature is activated, a Currency field, (which can be left as the 'default' Currency, or changed to a 'local' Currency), will appear. If the Multi-Currency feature is not activated, then the 'Currency' option will not appear (in which case, the currency is defaulted to AUD).
4. New Job Name - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Job" you would like to assign to the New Employee. This information will be used in Onboarding if you choose to Onboard them. If the Job doesn’t exist in the dropdown menu, you can "Create New Job” using the button on the right.

NOTES:

• Depending on which of the three options you select in the previous Step, the relevant Job and/or Salary fields listed below will then appear in the Wizard.
• If the Job you want to place the Employee into doesn't exist there are two options:
  • Use the 'Create New Job' Wizard (next to the New Job Name field).
  • Cancel the current Crossboarding Wizard and Create a New Job in the Core-HR Widget on the Activation Hub.
    • If the New Job doesn't have a Job Description assigned to it (and you want to include a Job Description as part of the Crossboarding Pack you send to the Employee about their New Job, create one before starting the Crossboarding Wizard again in the [[Dashboard-Activation-Hub#Create_Key_System_Settings|Key System Settings Widget on the Activation Hub.

The “Create New Job” Wizard will require you to specify the following information:

• Current Job Name.
• Key Job.
• Job Name.
• Select Job Description From Library.
• Location.
• Department.
• Division.
• Business Area.
• Reports to.
• Job Approver.
• Standard Hours.
• Salary Benchmark Amount.
• Cost Centres.
• Cost Centre Splits.
• Business Line Manager.
• Values relevant to the Job.
• Behaviours relevant to the Job.
• Skills needed for the Job.
• Payroll Code.

The Crossboarding Packs produced as a result of completing the Crossboarding Wizard can now also include the Job Description for the Job Type that the new Employee will fill. To do this, Users will need to include a 'Job Description' step in the Crossboarding Pack.

Data saved in either of the following two fields of the Employee Job Description sub-object/folder will be included in the 'Job Description' step of the Crossboarding Pack:

• Notes: which contains the written Job Description.
• Attachments: which contains a file attachment of the Job Description (this file should be saved as a .PDF document under 6MB). If there is more than one version of the Job Description attached, the most recently dated/added one will be used.
• Only the Job Description that appears in the 'Notes' field will also carry through/appear in the PDF download that the Employee receives after they've completed their Crossboarding Pack. If the Job Description sub-object/folder only has an attachment (and no data in the 'Notes' field) then the Job Description will not be included in the PDF download. However, the Job Description will still appear in the Crossboarding Pack that the New Employee receives/needs to complete prior to commencing employment.

If there is no Job Description data in the System at all (in neither the 'Notes' nor the 'Attachments' fields) and the Job Description step is included in the Crossboarding Workflow used, then the 'Job Description' Step will be automatically omitted. The same applies for Company Policies.

5. New Job Start Date - specify the "Start Date" for the new Job.
6. New Salary - specify the "Salary" Information for the New Employee. This will also be used in Onboarding, in the "Letter of Offer" and or "Contract.”
7. New Hourly Rate - specify the "Hourly Rate" (that corresponds to the Salary amount) information for the New Employee. This will also be used in Onboarding.
8. New Salary Start Date - specify the "Start Date" for the new Salary.
9. Salary Type - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Salary Type" you would like to assign to the Employee.
10. Payment Frequency - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the Employee.
11. Actual Hours in Pay Period - if/where relevant specify number of hours in the nominated pay period for the New Employee. Click “Next.”

Crossboarding - Work Pattern and Employee Manager

12. Employment Type - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Employee Type" you would like to assign to the Employee.
13. Working Hours - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the Employee.
14. Public Holidays - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the Employee.
15. Work Pattern Start Date - specify the Start Date of this Work Pattern by clicking on the calendar dropdown and selecting the appropriate date.
16. Leave Entitlement - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Payment Frequency" you would like to assign to the Employee.
17. Leave Entitlement Start Date - specify the Start Date of this Leave Profile by clicking on the calendar dropdown and selecting the appropriate date. Click “Next.”
18. Manager Reference - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the “Manager” you would like to assign the New Employee to. Click “Next.”

Crossboarding - Company Property

19. Job Property Guide - where specific Job Property has been outlined against a particular Job – that Job Property will show in this section also. This is a guide as per the type of Property that Job holder should have. When you assign the Property, you are assigning the actual piece of property, e.g. computer, car etc. 20. Company Property - click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the "Company Property" that needs to be assigned to the New Employee. This information will be used in Onboarding if you choose to Onboard them. If the Property type doesn’t exist in the dropdown menu, you can "Create Company Property” using the button on the right.

The “Create Company Property” Wizard will require you to specify the following information:

• Code.
• Name.
• Condition.
• Purchase Date.
• Location.
• Check Date.
• Replace.

Click “Next.”

Crossboarding - Mandatory Training Courses

1. Mandatory Face-to-Face Training at Start of Employment - if specific face-to-face Job training Event/Course/s have been assigned to a particular Job – those Event/s/Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.
2. Mandatory e-Learning Training at Start of Employment - if a third-party e-Learning App has been installed, this field will appear. If specific e-Learning Job training Course/s have been assigned to a particular Job – Course/s will appear here. If mandatory training needs to be added for this Job, assign it the Training object: Core-HR > Jobs > Select Job > create/assign Training.

NOTE: All mandatory training required for the Job held by an Employee will appear as a 'mandatory training requirement' on the Mandatory Tab of the Training Widget. People & Culture Users will then need to assign e-Learning/Courses to the Employee via the Widget, or add the Employee to a Course/Event waiting List so that they can complete their mandatory training requirements. Once those requirements have been completed, a training record will appear on the 'Training Records' Tab of the Training Widget.
3. Existing Applicant Talent/Compliance:

• Employee Education/Qualifications: Any Education/Qualifications previously obtained by the Employee will appear here, including their status (checked/verified).
• Employee Certificates/Licences: Any Certificates/Licences previously obtained by the Employee will appear here, including their status (checked/verified).
• Employee Background Checks: Any Background Checks previously obtained by the Employee will appear here, including their status (passed/failed).

NOTE: If any of the above compliance records aren't correct/up to date, close the New Employee Wizard, return to the relevant Employee records (Education/Qualifications, Employee Certificates/Licences or Employee Background Checks) and update them before continuing.
4. e-Learning Catalogue - if the User has a third-party e-Learning App installed, this field displays the e-Learning Groups available via the Go1 integration and the content assigned to each of those Groups, which are:

• Onboarding.
• Induction.
• Mandatory Training.
• Job Training.

If the User does no have a third-party e-Learning App, this step will not appear. Click “Next.”

Crossboarding - User Profile

You will then be asked to create a new/updated User Profile for the Crossboarded Employee.

1. First Name – the First Name of the New Employee will be shown here. Update if needed.
2. Last Name – the Last Name of the New Employee will be shown here. Update if needed.
3. Email – the personal/home Email address of the New Employee will be shown here. Update if needed.
NOTE: If a Crossboarding Workflow/notification is sent as part of the Crossboarding process, it is sent to the Employees 'Work' and 'Personal' email addresses.
4. User Group – specify the “User Group/s” you want to assign the New Employee to. You can select multiple User Groups. Different User Groups have different Permissions within the system and will also receive different types of communication assigned to that User Group, e.g. Announcements, Acknowledgements etc.
5. Timezone – click on the downwards pointing arrow (right hand side of the popup window) to open the dropdown list. Specify the Timezone the New Employee will work in. This information will be used in Onboarding if you choose to Onboard them.
6. Summary – the final screen in the “Crossboarding” Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to update the Employee Record click “Update Employee.”

Crossboarding – Company Policies Wizard

Following the creation of the Updated Employee and their "User Group/s", you will be asked if you would like to send “Company Policies” to them. If you select “No”, you will then be taken to a holding table. If you're satisfied that the Employee's details have been updated correctly, click "Update Employee/s."

You can then progress to “Crossboarding” completion by clicking on the green “Crossboard” button.

You will be presented with three options:

• Now – this will process the Employee’s Crossboarding now.
• Later – this will save the Employee’s Crossboarding for later.
• No – this Employee will not be Crossboarded.

Crossboarding Wizard Steps

Note: When creating an Crossboarding Workflow, Users can add a custom logo into each Onboarding Workflow. This logo will be included in the ‘Crossboarding Pack,’ or any other Crossboarding workflows that get sent to Employees. If there is no custom logo added at this step, it defaults to the Company logo created as part of your Free Trial account or your System setup.

1. Name – give the Crossboarding Workflow a name (it is helpful to include the name of the Employee you’re going to use this workflow to Crossboard).
2. Crossboarding Pack/Workflow – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Select the Crossboarding Workflow you want to use to create this Crossboarding Pack/Workflow. Crossboarding Welcome Packs are fully customisable and can include (but are not limited to) the following steps:

• Letter of Offer.
• Contract.
• Company Policies.
• Job Description.

3. Employees – specify the Employee/s you want to Onboard using this Onboarding Workflow. Click “Next.”
4. Merge Fields – the content in the Merge Fields will be used throughout the Onboarding Workflow. Check the information in each of the Merge Fields and correct where necessary. Click “Next.”
NOTE: The Crossboarding Pack/s/Workflows produced as a result of completing the Crossboarding Wizard can now also include the Job Description for the Job Type that the new Employee will fill. To do this, Users will need to include a 'Job Description' step in the Crossboarding Welcome Pack.

Data saved in either of the following two fields of the Employee Job Description sub-object/folder will be included in the 'Job Description' step of the Crossboarding Welcome Pack:

• The 'Notes' field: which contains the written Job Description.
• Attachments: which contains a file attachment of the Job Description (this file should be saved as a .PDF document under 6MB). If there is more than one version of the Job Description attached, the most recently dated/added one will be used.
• Only the Job Description that appears in the 'Notes' field will also carry through/appear in the PDF download that the Employee receives after they've completed their Crossboarding Welcome Pack. If the Job Description sub-object/folder only has an attachment (and no data in the 'Notes' field) then the Job Description will not be included in the PDF download. However, the Job Description will still appear in the Crossboarding Welcome Pack that the New Employee receives/needs to complete prior to changing Jobs.

If there is no Job Description data in the System at all (in neither the 'Notes' nor the 'Attachments' fields) and the Job Description step is included in the Crossboarding Workflow used, then the 'Job Description' Step will be automatically omitted. The same applies for Company Policies.

The Crossboarding Wizard will then show you through each step of the “Workflow” you selected, showing you an example of the standard content contained in that Workflow Template. For example:

• Letter of Offer, Contract etc. The number of steps/amount of content that you are shown at this stage will depend on the Workflow type you have selected.
• For Letters of Offer and Contracts, you will be shown (and need to verify) the content in the “Merge Fields” that will be added to those documents. Check each Merge Field carefully to ensure that they contain the correct information. You will also be shown a draft of each document – which uses a Standard System Template. If you want to change any of the content in the template, you can do so using the wysiwyg editor.

NOTES:

• Contracts or Letters of Offer may need Authorisation. Users can include multiple Managers/People & Culture Users in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Manager/People & Culture User has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/fully Authorised until the final Manager/People & Culture User (the most senior or final individual in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Managers/People & Culture Users (with a date and time stamp) is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Manager/People & Culture User.
• A complete Workflow History for all Letters of Offer or Contracts requests, in addition to Authorisations and Rejections, are recorded in the following locations:
  • The System Inbox.
  • The Tasks & Notifications Widget of the My Info, Manager or People & Culture Dashboard.
• If you have a Company Policies step in your Welcome Pack/Workflow, the Company Policy/ies you assigned to the Workflow will be included and the Employee will be asked to read and agree to the Policies as part of completing their Crossboarding Pack/Workflow. If the Workflow doesn't include a Company Policy/ies step, you can still send new Employees Company Policies to read and agree to from the Company Policies Widget.

Click “Next” to move through each step of the Workflow and thoroughly check through every field in each screen to ensure that the correct information has been added to all relevant fields.
5. When to Send – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between sending ‘Now’ or ‘Later.’
6. Croossboarding Pack/Workflow Pack Expiry Date – click on the calendar on the far right and specify the date and time you want this Onboarding Workflow (which will contain the "Welcome Pack" for the new Employee) to expire. If not completed by this date/time, all the steps/content in that Welcome Pack will no longer work/be available to the User. You can amend this date/time via the "Employee Processing" Widget in the On/Offboarding Dashboard.

NOTE: Once the Expiry Date is selected and the Crossboarding Workflow is sent, the date can't be changed. If there are any reasons your New Employee might not be able to complete the Crossboarding Workflows in the specified time (e.g. if you're waiting on a Visa approval), then select an Expiry Date far into the future so that the Workflow remains active/available for the New Employee to complete when they can.

Specify which of the following options apply by ticking the checkboxes:
7. Requires Letter of Offer Approval - if there is a 'Letter of Offer' step in the Crossboarding Pack/Workflow, this option will be available.
NOTES:

• The selection in this field will default to the Employee's Manager (specified in the New Employee Wizard). To send the Letter of Offer to someone else, use the dropdown menu to specify the Authoriser. The Authoriser must be another Manager or People & Culture User. The Authoriser will receive an email notification advising them their their Authorisation is required. This Authorisation request will also appear in their Tasks & Notifications Widget and their Inbox and can be Authorised from either location. The original recipient/Authoriser can also forward the Letter of Offer to someone else for Authorisation if needed.
• If the Letter of Offer is rejected by an Authoriser, it can be amended and resent via the 'Amend Letter of Offer' option in the 'Actions' dropdown menu on the 'Active' subtab of the Crossboarding Tab in the Employee Processing Widget. If Rejected, a red 'clock face' icon will appear in the 'Authorisation' column on the Active subtab. Once the Letter of Offer has been amended and Authorised, the red clock face will turn to a green tick (assuming that the Contract - if sent for Authorisation - has also been Authorised).
• The Crossboarding Pack/Workflow will not be sent to the Employee unless/until the Letter of Offer has been Authorised by all relevant parties. If the Contract is rejected by an Authoriser, the Crossboarding Pack/Workflow will need to be cancelled, the Letter of Offer edited/updated, and then a new Crossboarding Pack/Workflow submitted/sent.

8. Requires Contract Approval - if there is a 'Contract' step in the Crossboarding Pack/Workflow, this option will be available. If the checkbox is ticked a new field will appear: Authoriser for this Contract.
NOTES:

• The selection in this field will default to the Employee's Manager (specified in the New Employee Wizard). To send the Contract to someone else, use the dropdown menu to specify the Authoriser. The authoriser must be another Manager of People & Culture User. The Authoriser will receive an email notification advising them their their Authorisation is required. This Authorisation request will also appear in their Tasks & Notifications Widget and their Inbox and can be Authorised from either location. The original recipient/Authoriser can also forward the Contract to someone else for Authorisation if needed.
• If the Contract is rejected by an Authoriser, it can be amended and resent via the 'Amend Contract' option in the 'Actions' dropdown menu on the 'Active' subtab of the Crossboarding Tab in the Employee Processing Widget. If Rejected, a red 'clock face' icon will appear in the 'Authorisation' column on the Active subtab. Once the Contract has been amended and Authorised, the red clock face will turn to a green tick (assuming that the Letter of Offer - if sent for Authorisation - has also been Authorised).
• The Crossboarding Pack/Workflow will not be sent to the Employee unless/until the Contract has been Authorised by all relevant parties. If the Contract is rejected by an Authoriser, the Crossboarding Pack/Workflow will need to be cancelled, the Contract edited/updated, and then a new Crossboarding Pack/Workflow submitted/sent.

9. Send Workflow Checklist - if there is a 'Checklist' step in the Crossboarding Pack/Workflow, this option will be available.
NOTES:

• If you want to send a checklist outlining all the steps in the Crossboarding Pack/Workflow to the Employee’s Manager, tick the checkbox. If you tick the checkbox, a new field appears – 'Checklist.'
• Specify which Crossboarding Checklist you want to send to the Employee’s Manager. Click “Next.”

NOTE: these checkboxes are not mandatory and not always used in the System (Checklist will not appear in the Onboarding Wizard activated via the Employee Processing Widget in the On/Offboarding Dashboard. If you want to Crossboard a New Employee and include sending a Checklist as part of that Workflow, you will need to use the Onboarding Wizard. If needed, however, you can tick these checkboxes and the New Employee's Manager will be sent an approval request via email. To approve, the Manager will need to log into the System and go to the Inbox,' (the envelope icon located in the top right-hand corner, next to the User Name and image), and follow these steps:

• Click on the envelope.
• Scroll down and click 'See All Alerts.'
• Depending on the Onboarding date of the New Employee, the approval request will either be under the Today, Upcoming or Overdue Tab.

Click "Next."
10. Summary – the final screen for the Crossboarding Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to send your “Crossboarding” Pack/Workflow to the nominated Employee/s click “Submit.”
NOTE: Once you click Submit, the User/Employee will receive an email containing a URL that enables them to access and complete the "Welcome Pack." They do not have to finish everything in one sitting. All the content in the Welcome Pack will remain live and available to them until the Expiry Date. To return to the Crossboarding Pack/Workflow (to continue to completion) all the User/New Employee has to do is return to the email and click on the URL again. If the Crossboarding Pack/Workflow date has passed, they will receive a message that it has expired. You can amend this date/time via the Crossboarding Folder in the "Employee Processing" Widget in the On/Offboarding Dashboard.
11. Success – if your Crossboarding Pack/Workflow has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.

NOTES:

• Once the New Employee has completed their Crossboarding process, they will appear under the "Completed" Tab in the Crossboarding Folder of the Employee Processing Widget.