Setting Up PreBoarding and OnBoarding Activity Guides

Delivered OnBoarding Category Steps

The following table lists the delivered steps for the ONBOARDING category:

Setting Up Steps for PreBoarding or OnBoarding

When a person can access the OnBoarding activity guide and complete individual steps is based on the step definition. While the entire guided process is called OnBoarding, the PreBoarding phase includes steps that are available prior to hire and the OnBoarding phase displays steps available on or after the employee’s first day.

This example shows an example of the steps for the PreBoarding phase in the left screenshot and the steps for the OnBoarding phase in the left screenshot.

PreBoarding-only and OnBoarding-only Steps

There are some steps that are defined to appear only during the PreBoarding phase before their first day of employment and some that are defined to appear during the OnBoarding phase on and after their first day of employment. By default, all steps, other than the following, will be available for both the PreBoarding phase (future-dated hire) and OnBoarding phase (current employee):

During the PreBoarding and OnBoarding phases, the following happens:

• If the PreBoarding configured step is defined as required and has not been completed by their first day, it will continue to appear in the activity guide during the OnBoarding phase.

• If the PreBoarding configured step is not required, then it will no longer display on or after their first day.

• When a step is defined for OnBoarding only, that step will not display until the employee’s first day of employment.

PreBoarding-Only and OnBoarding-Only Configuration

A special configuration exists in the ONBOARDING category to support PreBoarding and OnBoarding only steps.

To define a step as PreBoarding- or OnBoarding-only, use the AG Composer Categories - Steps Page, Additional Step Context section to specify the following parameters:

• PreBoarding-only step:

  Parameter Name = PROCESS_TYPE

  Parameter Type = P

  This example illustrates the Additional Step Context section for a step configured for PreBoarding only.

  

• OnBoarding-only step:

  Parameter Name = PROCESS_TYPE

  Parameter Type = O)

  This example illustrates the Additional Step Context section for a step configured for OnBoarding only.

  

When you do not specify a PROCESS_TYPE parameter, then that step applies to both phases.

Setting Up Steps for Multi-Participant Activity Guides

Multi-participant OnBoarding activity guide processes allow both the employee and the manager to share the same activity guide instance based on an assigned template. This allows the specific activity guide processes to divide action tasks or steps between the employee and their manager.

The PeopleSoft application delivers the OBDMULT (Standard Multi-Participant OnBoarding) template, which provides tasks for the employee as well as tasks for the manager to complete for the employee's OnBoarding process.

You will need to perform the following tasks for the OnBoarding category:

1. Identify assignees on the AG Composer Categories - Assignees Page. The delivered ONBOARDING category comes with the EMPLOYEE and MANAGER assignees already enabled. All steps, except the MGR_CHKLST step, have been given the default assignee of Employee.

2. (Optional) If you use the checklist, insert a new category row to update the MGR_CHKLST (Manager Checklist) step, Additional Step Context section. Enter the CHECKLIST_CD parameter value to point to the appropriate checklist the manager will need to complete for the employee's onboarding process.

   This example illustrates the Additional Step Context section for the MGR_CHKLST step.

   

Delivered OnBoarding Template and Steps

All delivered templates use the vertical non-sequential layout that has the navigation steps appear in the left panel of the page.

The following table lists the delivered, ready to use, OnBoarding activity guide templates and their corresponding page steps:

Considerations for Configuring Templates with PreBoarding and OnBoarding Steps

The following are guidelines for the template configuration based on the organization’s scenario:

The PeopleSoft HCM system delivers the OBDPRBD template as an activity guide that supports both PreBoarding and OnBoarding phases. When using this activity guide template, a person accessing the activity guide process prior to the first day of employment will see those steps that are marked for PreBoarding-only as well as those that have no designation. On the first day of employment and after, the person will see those steps marked as OnBoarding-only and those without any designation. If the person did not complete a required PreBoarding-only step it will also appear.

Setting Up Templates for Multi-Participant Users

The PeopleSoft application delivers the OBDMULT (Standard Multi-Participant OnBoarding) template, which provides tasks for the employee as well as tasks for the manager to complete for the employee's OnBoarding process. This template is already configured with the following.

1. The Activity Guide Composer - Security Page includes the following roles:

   • Administrator: OnBoarding Administrator

   • End User: OnBoarding Employee

   • End User: OnBoarding Manager User

   Note: The End User roles for the employee and manager user should match the Employee Role and Manager Role defined on the OnBoarding Installation Page.

2. The Configure Attributes Page includes the OnBoarding Manager assignees for the following steps:

   • Before you Start

     This example illustrates the Assignees for the Before you Start step on the OBDMULT template.

     

   • Manager Checklist

     This example illustrates the Assignees for the Manager Checklist step on the OBDMULT template.

     

   Note: For the delivered OBDMULT template, the Hide Steps option is selected to hide steps for a user when not assigned to him or her. With this option selected, users will only see the steps for which they need to take action.

You will need to perform the following additional tasks for templates that use multi-participants:

Considerations for Configuring Categories for Your Environment

If you want to use the delivered categories as a basis for your OnBoarding categories, or create your own, consider the following:

• OnBoarding categories should always use the EMPLID and EMPL_RCD context key fields. The OnBoarding template creation process makes the assumption that an OnBoarding process is created for a job assignment.

• You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.

• To add or remove steps from an existing category, you will need to add a new effective dated OnBoarding category row and add or delete the steps.

  Important! If you do this for a category that is already associated with a template, you will need to insert a row in the template with a date equal to or later than the row with the new or deleted step to apply those changes to your template. The system will not automatically insert the step into the template, but you can now opt to include this new step into the template.

  For example, you want to add a new step to the ONBOARDING category that enables an employee to enter their car information for parking purposes. Access the ONBOARDING category and insert a new effective dated row of January 1, 2024. In order to add that new step to your OnBoarding templates, you will need to insert an effective dated row equal to or greater than January 1, 2024 to see that new step you added to the category. To insert the new row in the template, access the Activity Guide Composer - Select Steps Page. The new step will be available to add to the template.

• You can clone the delivered ONBOARDING category by accessing the Clone Category Page, selecting the category and effective dated row you want to copy, enter the new category details, and click Clone Category to save a copy of the category. You will need to navigate to the Categories component where you can update this new category (see Setting Up Activity Guide Categories).

Considerations for Configuring Templates for Your Environment

If you want to use the delivered templates as a basis for your OnBoarding templates, consider the following:

• In order to make modifications to delivered templates, access the Activity Guide Templates Page and do one of the following:

  • Insert a new effective dated row by selecting the Update Template button to access the Update Template Page and click the Add button, This will insert a new effective dated row where you can enter the new date. Apply the change and click the Update Template button to access the template and make the changes.

  • Clone a delivered OnBoarding template by clicking the Clone Template button for the desired template. On the Clone Template Page select the effective dated row you want to copy, enter the new template details, and click Continue to save a copy of the template. You will be returned to the Activity Guide Templates page where you can select to update this template.

  Note: These actions will copy all the configuration setup for this template, including the status of the template at the time of inserting a row or cloning. You can change the auto save functionality, security roles, actions, step configuration, and status, but you cannot change the activity guide layout type and category.

  To inactivate a delivered template, insert a row with a new effective date, access the Activity Guide Composer - Review and Activate Page and click the Deactivate Activity Guide button.

• If you do not want to use the same category or activity guide type (layout style) as an existing template, create a new template instead of cloning or inserting a new effective dated row.

• If you have documents that must be acknowledged, updated and uploaded, or just uploaded, make the document-related steps (Documents, Attachments, and so forth) required on the Configure Attributes Page.

• You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.

Delivered Search Keys Source Tables

The following table lists the delivered search key source tables for template assignment, but you can add your own:

Delivered Search Keys

The following table lists the delivered search keys for template assignment, but you can add your own: