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WHITEPAPER e-Age WORKFLOW MANAGEMENT IN THE

WHITEPAPER WORKFLOW MANAGEMENT IN THE e-Age€¦ · approval. Workflow management is a role that InspireHRM does not take lightly. The ability to fit seamlessly and amplify ... Workflow

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WHITEPAPER

e-AgeWORKFLOW MANAGEMENT IN THE

Techno Brain is the leading IT Solutions, IT Training and BPO / ITES Services Company headquartered in Nairobi, Kenya with operations in Africa, USA, India, UK and UAE.

Techno Brain is committed to deliver high quality, cost effective and off-the-shelf solutions to Governments, NGOs and Private organizations across the globe.

Our competencies and experience span the entire spectrum of ICT Solutions, IT Training and BPO / ITES services Business & Technology Consulting

• Implementation Services System Integration• Custom Software Development Product Development• IT Infrastructure Services and Managed IT Services• Business Process Outsourcing and IT Enabled Services• IT Training, Education and Capacity Building

ABOUT TECHNO BRAIN

e-AgeWORKFLOW MANAGEMENT IN THE

WHAT IS WORKFLOW?

The term Workflow is used to describe the tasks, procedural steps, people, input and output involved in a business process.

Automated workflows facilitate the electronic processing of structured processes. These are determined by a set ofprocedural rules defined in Workflow Engines.

WHAT IS A WORKFLOW ENGINE?

A Workflow Engine is the major driving component in the workflow automation process. All the tasks, procedures, steps andrules are configured in this engine. It intelligently manages all these processes and enforces the rules.

Workflow Models may vary from business to business and have to be approached in a manner in which they will improvebusiness operations. These models have to be ideal for the business processes lest they become too bureaucratic and act asdetriments to business operations.

Human Resource (HR) professionals want and need to adopt a process that minimizes operations like, repetitive tasks andallow them, and other process participants to focus on value-added, expertise-based activities.

ROLES OF WORKFLOWS IN HR SYSTEMS

Workflow functionality is an integral part of any HR System. It aligns HR processes with the organization’s rules, policies andprocedures. HR managers can transform initiatives through workflows to ensure that core HR processes are more:

• Inclusive/Collaborative• Efficient• Responsive• OrganizationPolicycompliant

In most business processes, the time involved in the actual processing of the data, is only a fraction of the total time (from startto finish) that it takes to complete the transaction. Most of the processing time is consumed by the movement of the data from office to office or employee to employee, resting in the “In-tray” state.

The operations performed through paperwork and/or verbal communication such as Staff Requisitions, Salary Reviews, Organizational Re-assignments are time consuming and paper-pushing processes. Implementing InspireHRM, Techno Brain’s Human Resources and Payroll Management System, in such scenarios and subsequently the workflow, provides the opportunity to streamline some of these processes by electronic forwarding and approval. Workflow management is a role that InspireHRM does not take lightly. The ability to fit seamlessly and amplify the echoes ofthe processes is crucial.

InspireHRM delivers flexible non-static process workflows that can adapt to the environment within which the system exists. It provides a structured methodology that helps an organization to easily re-engineer bureaucratic procedures, responsibilities, communication flow and tasks.

InspireHRM also ensures that Workflows are simple enough to meet the goal and hard enough not to bypass. The fewer “hurdles” you impose, the faster it is to get to the goal, and the more appreciative the participants.

Workflow Management with InspireHRM

e-AgeWORKFLOW MANAGEMENT IN THE

TASK/PROCESSAny Workflow system does not create the process; it is the employee/organization who creates the process. Organization policies have stipulated HR processes that must be integrated to Workflows. Determining the necessity of the process to be supported by a workflow may vary from one organization to another, and the importance of the process is a deciding factor.

Typical HR processes are, Staff Requisition, Leave Applications, Salary Review, Exit Approval etc. HR Processes can be triggered by:

Dates: e.g. when a staff attains the retirement ageEvent: e.g. when a candidate has been shortlisted for engagementComponent Change: e.g. when a Salary change has been effected

Key determinants of Workflows

ORGANIZATION STRUCTUREA HR process may require interaction from many organization units i.e. regions, companies, departments, sections, etc.

A Workflow should support multiple units, and combine integrated organizational management with flexible assignment of roles, and responsibilities across unit boundaries.

Techno Brain’s InspireHRM Workflow Engine is designed for multi-unit co-operation that enables efficient handling of processes, and ensures that, the right person gets the task promptly, irrespective of their location.

ROLE It is paramount to determine which roles are involved for the success of the process. Roles have to be analyzed and justified for their inclusion in the process. The relationship of the roles need to fit seamlessly to the responsibilities of the overall job, and mutual exclusivity among the roles should be established.

Workflow design and implementation has to ensure continuity of roles. This can be achieved through routing by Job Title / Designation as opposed to individual .i.e. Supervisor versus Joe X.

ACTIONRules for escalation have to be defined as the workflow advances to every new step. Workflow steps can only be of use if the “User” knows they exist. InspireHRM informs the “Users “on expected actions using the following options:

Push: Participants interact through e-mail. They are automatically notified through corporate mail systems, where notifications are automatically sent to their inbox for action. E-mail contains special instructions on expected actions, and possibly supported by a hyperlink.

Pull: Pending tasks are availed in a defined area of a web portal where queued tasks are populated. Tasks that rest typically on “in-trays” are instantly acted upon through web-based technology i.e. on-line service available for24 hours.

ACTION TRACKINGProcess visibility is of high importance. Through tracking, all interested parties can quickly learn the current status of each step of the workflow process. It is important to be able to ascertain the status of all the active requests to ensure that mission critical activities do not stall. With paper-based systems this information is not available.

AWorkflowshouldsupportmultipleunits,andcombineintegratedorganizationalmanagementwithflexibleassignmentofroles,andresponsibilitiesacrossunitboundaries

ROUTINGWorkflows can be implemented through structured layers of escalation. Each request follows a sequence of review / approval process defined by an organization’s business rules and user choices. Workflow Engine automatically identifies and notifies the appropriate employees at each step of the workflow.

SampleRoutingModels:

SerlalThis accommodates one approver at each level in any order. And, any approver has the authority to reject the request at thatparticular level.

Workflow Management with InspireHRM

e-AgeWORKFLOW MANAGEMENT IN THE

APPROVE APPROVE APPROVE

REJECTLEVEL 1 LEVEL 2 LEVEL N

APPROVE REJECT

LEVEL 1 LEVEL 2 LEVEL N

APPROVE APPROVE

APPROVE

ParallelThis accommodates multiple approvers at each level in any order.

HybridThis combines both serial and parallel models.

APPROVE APPROVE APPROVE

LEVEL 1 LEVEL 2 LEVEL N

Workflows improve the control of processes by minimizing manual intervention, eliminating misplaced work, and ensuring that tasks are performed according to organization’s policies and procedures. Workflows reconstruct the components of lengthy business cycles to minimize the time required to execute a task, and totally eliminate the transfer time between tasks.

Other key benefits of Workflow Management:

• Improved efficiency and reduced delays through theeliminationofunnecessarytasksteps.

• Betterbusinessprocesscontrol,achievedbystandardizingworkmethodsandcreatingaudittrails.

• Improvedbusinessperformancefrompredictableprocessesandresponses.

• Flexibilitybredfromsoftwarecontroloverprocesses,whichenables their future redesign in response to changingbusinessneeds.

InspireHRM Workflow Benefits

InspireHRM, a completely web based human resources and payroll management system developed by Techno Brain specifically for facilitating human resource departments of organizations globally. Techno Brain’s InspireHRM, a Microsoft Certified ISV Product enables HR departments to focus on strategic initiatives that impact business growth, devote more time to address complex employee requests ultimately resulting in improved employee satisfaction, manage their human capital, build strong workforce and operate payroll process in an efficient manner.

InspireHRM, built with the latest .Net technology is scalable to suit growing HR business needs and can be seamlessly integrated with financial software like MS Dynamics and other ERP packages.

InspireHRM Workflow Benefits

Email: [email protected]: www.technobraingroup.com

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