Orisoft Object-Oriented Human ... - pieces.pantai.com.mypieces.pantai.com.my/hrmsnet/help/en/flwhelp.pdf · Introduction to FlowNet User Manual for FlowNet Page 3 of 28 INTRODUCTION

Prepared by:Orisoft Technology Berhad

Documentation TeamDocument Version: 1.1

December 2003

Orisoft Object-Oriented Human Resource Management System Suite

User Manual for FlowNet WorkFlow Service

Table of Contents

User Manual for FlowNet Page 2 of 28

TABLE OF CONTENTS

TABLE OF CONTENTS .................................................................................................................... 2 INTRODUCTION TO FLOWNET ....................................................................................................... 3

1. WHAT IS FLOWNET? ....................................................................................................................................3 2. FLOWNET OVERVIEW ...................................................................................................................................4 3. THE BASIC REQUIREMENTS (FOR NORMAL USERS) ............................................................................................5 4. THE ADVANCED REQUIREMENTS (FOR TECHNICAL CONFIGURATIONS) ...................................................................5 5. CONFIGURATIONS AT THE HRMWIN APPLICATION LEVEL ....................................................................................5 6. A CONCEPTUAL WORKFLOW PROCESS FOR LEAVE REQUEST................................................................................6 7. THE HR ADMINISTRATOR’S ROLE IN WORKFLOW OPERATIONS..............................................................................7

USING FLOWNET............................................................................................................................. 8 1. GETTING STARTED ......................................................................................................................................8 2. COMMAND BUTTONS................................................................................................................................... 10 3. THE REQUEST FORMS AVAILABLE UNDER FLOWNET ........................................................................................ 10 4. THE FLOWNET APPLICATION ....................................................................................................................... 11 5. VIEWING PENDING REQUESTS ...................................................................................................................... 13

LEAVE APPLICATION FORM......................................................................................................... 14 CLAIM APPLICATION FORM ......................................................................................................... 19 TRAINING NOMINATION FORM .................................................................................................... 23 APPLICATION APPROVAL ............................................................................................................ 26

REQUEST LIST .............................................................................................................................................. 27 FREQUENTLY ASKED QUESTIONS.............................................................................................. 28

Introduction to FlowNet


INTRODUCTION TO FLOWNET 1. What is FlowNet? FlowNet is the name for Orisoft Workflow Services. It is a web-based application service designed for users to create and monitor an application that will automatically be escalated and approved for them. Examples of what user can apply for are claim, leave, and training nomination. FlowNet may be integrated into the HRMWin application, Orisoft’s premier human resource management system. In fact, many of the core functions of FlowNet are derived from HRMWin features; for example, escalation procedures and the routing map setup. Why use FlowNet? Or Workflow in general? Workflow is essential in today’s organizations because:

1. Eliminates the overload and dependency on paperwork

This is to essentially create a “paperless” office environment where even an employee can apply for leave online without filling a piece of paper (e.g. leave form).

Everything can be done conveniently via the web, and employees will get e-mail notification messages on the status of their applications.

2. Allows proper escalation procedures to take place

Group

Group

Group

This assumes the people in the company have well-defined roles and organizational relationships. In fact, having preset routing and escalation procedures help foster that ideal.

For example, a claim approval requested by an employee goes through the typical escalation procedure of it being forwarded to the employee’s superior for approval, before submission to the director, and then to the offices handling these claims, etc. This process is routed accordingly based on the policies of the company, and ends when it is approved or rejected.

3. Able to conveniently track the status of applications

In some cases, such paperwork (e.g. leave application forms, monthly claim forms) is misplaced, or the superior is unavailable, or whatever situation a superior cannot attend to the process of approval or rejection, which will result in the application left unattended.

Workflow allows easy monitoring and tracking down of employee applications.



2. FlowNet Overview The web pages in FlowNet are, at times, linked to each other in order to achieve a common function. Below is a graphical overview of the FlowNet application.

You will be logged in basedon what you enter as user

ID.

What is Workfow?Orisoft Workflow subsystem(or FlowNet) is designed toautomate the tracking of thestatus or state of a processwithin an organization via

routing or escalationprocedures, which has been

preset in the system.

Request Forms: Thisis where you make

applications.

Application Forms: Allows you toverify, approve, or reject submittedapplications by staff.It also shows a list of applicationspending for approval.

My Requests: Reviewapplications made on-line such as leave,claim, etc. whichever isapplicable.



3. The Basic Requirements (for normal users) In order for you to gain access to ESS, please ensure that you have the following in place:

1. An Intranet connection 2. A valid User ID and Password 3. Internet Explorer web browser (IE 5.5 and above) is recommended. 4. Escalation procedures are in place (for the distribution of information and the generation of

request approvals by FlowNet user’s supervisor) 4. The Advanced Requirements (for technical configurations) These requirements are configurations done on the back-end side. Users may need to consult their technical staff regarding this.

1. Jaguar component running on the EA server 2. Connectivity to the database server 3. SMTP Mail Client and Server (for e-mail notification purposes)

**Note that Jaguar uses default port 8080. When configuring the http server, disable www publishing services (which has a Microsoft default of port 80) to avoid conflict with Jaguar. Otherwise, the message that appears on your IE screen will be “This web page cannot be displayed”. 5. Configurations at the HRMWin application level The Orisoft HRMWin application must already be installed in your system. The following are the configuration requirements that you must set up to enable ESS. Note that before attempting to configure, ensure you fully understand your requirements instead of simply setting up without any idea or preconceptions of your needs.

1. Routing Map Setup configurations to set and define escalation levels and procedures 2. Periodic synchronization activity settings under HRMWin 3. Head of business unit must be set up 4. Superior in Employee Profile must be keyed in and not left blank 5. Employee Email Address must be keyed in and not left blank for notification via email to work 6. Organizational Setup must be fully set up. Hierarchy of order must be fully realized before

proceeding 7. Inclusion of datasources in Routing Map 8. Application Configurations to initialize workflow service, mail setup purposes, run-time modes

and settings, messenger notifications, etc.

http://server/ 8080/hrmsnet Server name

Port no. The root. Set at the application level. Dynamic and can be changed



6. A conceptual workflow process for leave request Taking leave request as an example, the following is a conceptual process flow to aid your understanding on how a workflow operates. Note that a requirements gathering and investigation is required prior to implementing the workflow environment. For example, your company’s organizational policy on activities that involves leave request applications, training, and claim.

2.1 HRadministrator keysin applicant's leave

via FlowNet orHRMWin

1. Applicantapplies for leave

2. Applicant fulfillsand sign leaveform in paper

2. Applicantapplies for leave

via FlowNet on theWeb

Manual form orWeb?

3. Approval fromsupervisor

4. FlowNetsynchronizationwith HRMWin

START

2.1 HRAdministrator

verifies applicant'sleave request

HOW DOESWORKFLOWOPERATE?

This process flowrepresents a

conceptual leaveapplication scenario

via FlowNetworkflow

environment

ManualformWeb

Scenario: An employee decides to request for leave

1. The applicant decides to apply for leave. 2. Depending on company policy, requests for leave can either be keyed in by the applicant himself via the

Web using the FlowNet workflow system (automated) OR via manually using the company’s official leave form in paper (non-automated). Either way, the HR administrator has to verify the entry in FlowNet or HRMWin.

3. The applicant’s supervisor must approve the leave request form. The supervisor can approve it via FlowNet itself.

4. FlowNet must be synchronized with HRMWin to ensure consistency of records. Note that even though the applicant may still have to fulfill a paper form, it does not mean that FlowNet has lost its “paperless” ideals. In fact, as noted earlier, one of the goals of workflow is to avoid missing paper forms that go missing or unattended during the process of reaching its intended recipient. Or the fact that the recipient or supervisor is not available, who should it escalate to? FlowNet can provide solutions to these, and pending requests should eventually reach the superior / approver via alerts or email notifications.



7. The HR administrator’s role in workflow operations The HR administrator plays a key role in overseeing the operational functionality of the workflow system to meet the organizational requirements and goals of the company. Taking our leave request application as an example again, the following processes should be maintained by the HR administrator to ensure workflow compatibility before attempting to apply it.

1. Handle leaveapplication using

HRMWin andFlowNet

2. Paper leaveform available for

reference

3. Escalationprocedures mustbe in accordanceto company policy

4. Check therouting map

diagram and thesetup done under

HRMWin

Requirement: The HR administrator’s functional role in facilitating an employee’s leave request

1. At the very least, the HR administrator must be able to know how to handle both the FlowNet and HRMWin applications, like how to key in the leave application request on behalf of the applicant.

2. If the HR administrator is required to key in on behalf on the applicant, there should be a completed leave form available for reference and verification.

3. Escalation procedures are important to maintain to ensure the request form reaches its targeted recipients. Start by manually drawing out a plan (e.g. the recipients, the escalation levels, etc.), and incorporate its setup under HRMWin.

4. Routing maps are to ensure the subsequent events that happen after the applicant submits the request form. Routing map setup is done under HRMWin.

Using FlowNet


USING FLOWNET 1. Getting Started To start the application, apply the following steps and procedures:

1. Access the FlowNet application on the Internet. 2. The Orisoft Workflow and ESS Welcome screen will appear.

3. Click on the Workflow Services (FlowNet) link to access the workflow application. 4. The FlowNet application logon screen then will appear (refer to the following sample screenshot).

5. Type in your User ID and Password. 6. Click on the Submit button.

Click here to access FlowNet (workflow)

Using FlowNet


7. The FlowNet main screen will appear (refer to the following sample screenshot, which is highlighted with indicators to describe the interface functions). It will display a welcome message and a menu list in which you may select your designation.

8. You may select from the FlowNet menu bar options. 9. Note that whatever you select from the FlowNet menu bar will enable the frames on the left to display

the sub-links of it. 10. If you want to jump from one main menu item to another, you do not have to revert back to the main

screen. Instead, use the FlowNet menu bar on the top of the screen.

The content displayed in this frame will depend on what you select under the main menu options.

FlowNet Menu Bar

Using FlowNet


2. Command buttons The following is a listing of command buttons available under some FlowNet page screens.

This button usually applies after you submit the request form. It is to cancel instead of confirming

Clears the entries that you have provided for each field

Closes the screen

This button usually applies after you submit the request form, to give you the extra initiative to confirm it once and for all

Reloads the screen to refresh and update

Retrieves the requestor's profile

Submits the entries back to the server for processing

Loads the next page, if there is any

Loads the previous page, if there is any

Usually applies to approvers so that they are able to review the remarks and updates made by other approvers

3. The Request Forms available under FlowNet The following forms are available under FlowNet:

1. Leave Application Form Allow employees to apply for leave

2. Claim Application Form Allow employees to apply for claims

3. Training Nomination Form Allow users to nominate employees for selected training course

Using FlowNet


4. The FlowNet Application FlowNet is designed for the employee to enter their applications online and their respective supervisor to approve it.

1. When logging into the FlowNet website for the first time, by default the FlowNet Main Navigation sub folder links will appear on the left side frame.

2. You may click Request Forms from the main menu on the upper left to enter into the Request Forms main page, or click on a specific sub folder link to enter a particular page directly.

3. Otherwise, you may click Approval Forms from the main menu on the upper left to enter into the Approval Forms main page, or click on a specific sub folder link to enter a particular page directly.

4. Else, you may select FlowNet Application from the main screen to open it on a new window.

5. Now, you may explore the contents available in the FlowNet Main Navigation link by breaking down

the menu list located on the frame (refer the following screenshot). You may have observed that folders may contain additional sub-folders to organizationally store the web contents.

6. Select a web link from any of the sub-folders. 7. Click on Request Forms folder to start your application process.

Using FlowNet


8. Select a Request Forms link option.

Using FlowNet


5. Viewing pending requests

1. Select the Pending Requests link. The following screen may appear. 2. You may view applications that are pending request. 3. Click on the Agent ID to view details of that request.

4. A screen will appear to allow you to view the details.

5. Clicking on the Thread button will allow you to view the statuses based on the parties involved in the escalation procedure. Note that a pending request may have multiple pending escalation levels of approval from different parties.

Agent ID

Thread

Leave Application Form


LEAVE APPLICATION FORM

1. Select the Leave Form link. The following screen may appear. 2. You may enter the request date (highlighted in red, meaning compulsory) and remarks.

3. Click on the Submit button. The following screen will appear.

4. Select the Date From and Date To, Leave Period (select from full day, 1st half day, or 2nd half day) and reason. All the data keyed in here are compulsory for processing.

5. Note that, for screens that require you to key in a date, clicking on the date entry field will allow you to refer to a pop-up calendar.



6. As an option, you view the leave history and entitlement by clicking on the respective links on this page. This is derived from the HRMWin leave module.



7. Click on the Submit button. A message prompt will appear requesting for your confirmation for submittal. Leave application on the part of the user is done, pending for approval. Note that you must be very sure before clicking the OK button because when a leave application is submitted, you cannot cancel it. You need to notify the supervisor or approver to REJECT the leave. Currently that is how the system works.



8. As the approver, you should receive a notification about this some way or another. The most common

practice is via an e-mail service whereby the approver will receive an email notification, requesting him or her to access a link to that particular page on the FlowNet web service to approve. Note that the subject and the body of the email received are configurable.



9. Once approved, the employee applying for leave may receive an email notification that his leave has

been approved. Note that a request may also require multiple levels of approval (according to the escalation procedure setup) before the employee can have his request approved. If rejected, a similar email notification will appear, but with a rejected status.

Claim Application Form


CLAIM APPLICATION FORM

1. Select the Claim Form link. The following screen may appear. 2. You may enter your claim application.


4. Select the Date From and Date To, claim info (select from a dropdown list) and amount. All the data keyed in here are compulsory for processing. There are also some optional data for you to key in as well.




6. As an option, you may view the claim history by clicking on the link on this page. This is derived from the HRMWin claim module.



7. Click on the Submit button. A message prompt will appear requesting for your confirmation for

submittal. Claim application on the part of the user is done, pending for approval.

8. As the approver, you should receive a notification about this some way or another. The most common practice is via an e-mail service whereby the approver will receive an email notification, requesting him or her to access a link to that particular page on the FlowNet web service to approve. Note that the subject and the body of the email received are configurable.



9. Once approved, the employee applying for claim may receive an email notification that his claim has

been approved. Note that a request may also require multiple levels of approval (according to the escalation procedure setup) before the employee can have his request approved. If rejected, a similar email notification will appear, but with a rejected status.

Training Nomination Form


TRAINING NOMINATION FORM

1. Select the Training Nomination Form link. The following screen may appear. 2. You may enter your training nomination application. This normally applies to appraisers who would like

to nominate an employee for training.




4. Select the employee’s name (from a dropdown list), course reference number (select from a dropdown list). All the data keyed in here are compulsory for processing. There are also some optional data for you to key in as well.




6. As an option, you may view your training nomination history by clicking on the link on this page. This is derived from the HRMWin claim module.

7. Click on the Submit button. A message prompt will appear requesting for your confirmation for submittal. Training nomination on the part of the nominator is done, pending for approval. However, note that raining nomination and confirmation will depend on a number of factors, based on your organization’s training needs identification and what you configured under Manpower Planning in HRMWin, manpower budgeting, and so on.

Application Approval


APPLICATION APPROVAL

1. As the supervisor, you are given access to staff applications, in which you may view the details and approve.

2. Click on Approval Forms folder to start your application approval process.

Application Approval


Request List

1. Select the Request List link. The following screen may appear. 2. You may view the application listing that is pending for approval.

3. Click on the Agent ID. The following screen will appear.

4. View the details and select from the drop-down list (reject, approve or pending). 5. Click on Submit.

Agent ID

Select from a drop-down list (reject, pending, or approve)

Frequently Asked Questions


FREQUENTLY ASKED QUESTIONS Accessing FlowNet 1. The message “This Web Page cannot be found” frequently appears. Why?

This may be due to many factors, but the most common one is because the user either did not specify the path correctly or that the connectivity is inexistent. You may need to specify the server and port connection before proceeding.

Synchronization issues 1. Is FlowNet synchronized to HRMWin?

Yes. FlowNet and HRMWin synchronize data like employee record updates, and from selected HRMWin modules like leave, claim, and training. In addition, datasources and escalation procedures set up under HRMWin is integrated and synchronized to FlowNet to enable its functionality.

2. Can the synchronization process be set up?

Yes. By default, the synchronization process is set to occur overnight where not many people are accessing the system / network. So as a result of this, you could not see an immediate effect. However, as a user you may set the synchronization process to be more frequent under the control panel.

Leave application 1. Can we apply consecutive days of leave?

Yes. Specify it under the date from and date to fields.

2. How about inconsecutive days of leave?

Yes. Specify it under a different leave request for each inconsecutive days of leave. 3. Can I apply for half-day leave?

Yes, under the field Leave Period where you could select from full day, 1st half day, or 2nd half day. To cater for special cases, the system allows you the flexibility or inserting additional information under a remarks box.

4. Once I confirm, can I cancel a submitted request using the FlowNet application itself?

No. In order to do so, you would have to inform the superior / approver/ HR administrator (whichever applies) to reject it. Otherwise, it will remain in the system.

Documents

Orisoft Object-Oriented Human ... - pieces.pantai.com.mypieces.pantai.com.my/hrmsnet/help/en/flwhelp.pdf · Introduction to FlowNet User Manual for FlowNet Page 3 of 28 INTRODUCTION