Pending Worker Onboarding and Checklists.

 

Pending Worker Onboarding and Checklist Allocation


When an Applicant is ready, company requires them to complete few prerequisite tasks, so they are compliant with company internal policies, sign NDA document etc and provide other required personal details for processing them further as Employee.

We can implement concept of Checklist to design these prerequisite Tasks and assign them to Workers to be completed before their Hire date.

In order to assign these checklists to workers before start date, we can onboard applicants in Oracle as Pending Workers which can later be converted to regular Employee as on their Hire Date.

Access to Oracle HCM System can be granted to Pending Workers by creating a user account on their Personal Email id and assigning a custom role giving checklist task related functionalities. 

Relevant Notification emails can also be sent to their personal email ids.

After the worker completes all the checklist tasks, HR can then convert them as Employee to be started on their Hire Date.

After the Employee conversion, their Pending Worker record gets Inactive and we can programmatically have their Employee User Account (With SSO) activated with Employee specific Role provisioning in place.

Flow Diagram :



            1.        Set the required Profile Options to Enable Journeys

Profile Option Code

Profile Display Name

Profile Value

Description

ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL

Checklist Email Notifications Enabled

Y

If you set this site-level profile option to Y, journey email notifications are sent to a pending worker's home email address in addition to their user account email.

ORA_PER_JOURNEYS_ENABLED

Journeys UI Enabled

Y

If you set this site-level option to Y you can use Journeys to manage all journey categories, be it predefined or user-defined from a single place. When you enable Journeys, the Onboarding and Checklists Tasks apps aren't available.

PER_CHECKLIST_RESPONSIVE_ENABLED

Mobile-Responsive Checklist Pages Enabled

Y

Enable mobile-responsive checklist pages

ORA_PER_USER_ACCOUNT_NOTIFY_HOME_EMAIL

User Account Notifications to Home Email Enabled

Y

Enable user account email notifications to be sent to a user's home email, for example to a pending worker during onboarding.

           2.      Loading the Pending Worker Data into Oracle

 Applicant data of prospective employees may be fed from an External Recruitment Application System (like Eploy\ Smar Recruiters etc) to Oracle Cloud system as Pending Workers (Worker Type = Pending Worker) or keyed in Manually as per business.

           3.     Setup Role for Pending Worker Oracle Checklist access

            Setup -

Copy the ‘Pending Worker’ Abstract role.

Copy the top and inherited roles

Create role with Custom code and Name

Add required Privileges [As per the Checklist Tasks]

Add required Data Security Policies

Add Data Security Profiles

 



          




            Run the following Scheduled Process.

o    Regenerate Data Security Grants

o    Retrieve Latest LDAP Changes

 

Pending Worker User Category

Create a new User Category for Pending Workers type as the Username of Pending Worker                      is different than that of regular Employee. (ex: Personal Email id Vs Person Number)


Set the Password Policy and Customize Notification preferences as required.

Once User account is created in Oracle, Pending Workers will be communicated with the custom Notification template giving instructions.


4.    Auto Provisioning of role to Pending Workers

 

 

    5.   Allocate Checklist





  




Details of Configuring Checklist Templates/Tasks etc will be continued in Next Blog post....

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