Automate HR Processes With SharePoint Workflows
SharePoint workflows are a great way to automate mundane tasks, especially within a human resources department. Implementing workflows can reduce error and time spent on completing tasks. Here are three great ways to automate your human resources tasks with SharePoint workflows:
Scenario 1: Employee Expense Reimbursement
Ashley from marketing recently returned from a business trip. Ashley uses her personal credit card for any purchases that need to be made. At the end of her trip, she submits her expenses to human resources through an email . Unfortunately, due to their current manual approval process, it can take up to several weeks for her human resources department to review and accept or reject her reimbursement request.
SharePoint makes it easy to create completely custom approval workflows. When pertaining to expense reimbursements, a few fields on your expense reimbursement form could include:
- Cost of each individual item
- Date of purchase
- Upload a receipt
- Category of purchase
Forms can be approved or declined by supervisors shortly after submission. Additionally, employees can access all prior submissions and their view the status of each.
Scenario 2: Paid Time Off Request
Jim the human resources generalist is in charge of tracking all paid time off requests. The current process is paper based which at times can makes it difficult to keep track of.
A well-organized system is needed when to comes to time off requests. A workflow can help eliminate human error and unnecessary email’s back and forth. With a paid time off workflow, some features could include:
- Allowing the employee to view the status of each paid time off request
- Paid time off requests can be set to be viewed in a calendar layout by supervisors
- A paid time off calendar can be made accessible to an entire organization if needed
Scenario 3: New Employee Onboarding
Scott in human resources has to onboard 10 new employees by the end of the week. With a long list of tasks to complete during each onboarding, it can be difficult to manage and track the completion of each one.
The onboarding process can be lengthy. With different tasks spanning from a few weeks to a few months, an automated workflow allows for your onboarding process to be easily tracked and managed. After compiling all the necessary onboarding tasks and their respective task owners, a workflow can be created. Each task will be recognized as a new phase, once each phase is completed, the next phase will automatically begin. Tasks can either be made private or public depending if the task was created for your internal staff or your new hire.
Some tasks could include:
- Create a new office key
- Order and setup a new laptop
- Attend a meeting with each department head
- Finish company culture training