Crossboarding Wizard

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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 New 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 New 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. 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 New Employee. 13. 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 New Employee. 14. Work Pattern Start Date - specify the Start Date of this Work Pattern by clicking on the calendar dropdown and selecting the appropriate date. 15. 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 New Employee. 16. 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.” 17. 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

18. 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. 19. 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.

18. First Name – the First Name of the New Employee will be shown here. Update if needed.
19. Last Name – the Last Name of the New Employee will be shown here. Update if needed.
20. Email – the personal/home Email address of the New Employee will be shown here. Update if needed.
21. 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.
22. 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.
23. 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. You can then progress to “Crossboarding” completion by clicking on the green “Crossboarding” 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.



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