Work Processes Tutorial

Overview#

• Work Processes lists the processes in your organisation, who manages each one, and the staff and outwork suppliers who do the work (see Work Processes Reference).
• Adding and editing processes needs Human Resources > Work Processes - Access Allowed set to Full Access. With Read-only, the New, Edit, Delete and Actions buttons and Edit Process Groups are unavailable (see User Access).
• Batch updates also need General > Batch Updates - Access Allowed.

💡These tutorials explain how to group, add and edit Work Processes, link staff and suppliers, update processes in a batch and edit the Process Groups.

How to Group Work Processes#

1. Click Group (button).
2. Select what to group by:
   • Status
   • Group
   • Director
   • Manager
   • Rating
3. To open or close all the groups, click Group (button) and select Expand or Collapse.
4. To show the list without groups again, click Group (button) and select Ungroup.

Click View (button) to refresh the list.

How to Add a Work Process#

1. Select a process in the group that the new process belongs to (optional).
2. Click New (button). A new Pending process is added to the same group, and Edit is switched on.
3. Fill in the fields:
   • Group = Select a Process Group (see How to Edit Process Groups).
   • Description = Enter a short description of the process.
   • URL - Documentation = Enter a link to the documentation of the process (optional). When Edit is off, the description opens this link.
   • Status = Select a status. The options are:
     • Pending
     • Active
     • Complete
     • Cancelled
   • Type = Select a type. The options are:
     • Reactive
     • Proactive
     • Development
   • Department = Select a department from the Organigram.
   • Director = Select the director.
   • Manager = Select the manager.
   • Rating = Click a star (one to five) to rate how well the process is managed and executed.
   • Due Date = Select the date by which the process must be completed, if it has one.
4. Click Save (button).
5. Link the staff and suppliers (see How to Link Staff and How to Link Suppliers).

How to Edit a Work Process#

How to Change the Fields#

1. Click Edit (button). The URL - Documentation column appears.
2. Change the fields of the process (see How to Add a Work Process).
3. Click Save (button).

How to Link Staff#

1. Click Edit (button).
2. Right-click the process and select Link Staff, then the competency:
   • Trainee
   • Basic
   • Competent
   • Trainer
3. Move the staff from Available Staff to Visible Staff with the arrows in the middle. To remove staff, move them back to Available Staff.
4. Click OK (button). The change is saved.
   • Note: Each competency has its own list, so a staff member can be linked at more than one. To change a staff member's competency, remove them from the old competency's list and add them to the new one.

How to Link Suppliers#

1. Click Edit (button).
2. Right-click the process and select Link Suppliers.
3. Move the suppliers for outsourced work from Available Suppliers to Visible Suppliers. To remove a supplier, move it back.
4. Click OK (button). The change is saved.

How to Add a Note#

1. Click Edit (button).
2. Right-click the process and select View/Edit Note.
3. Type the note and save it. The note appears below the process.

How to Delete a Work Process#

1. Select the processes to delete:
   • Hold down Ctrl and click each process, or
   • Click the first process, hold down Shift and click the last one.
2. Click Delete (button).
3. Confirm the number of processes that will be deleted.
   • Note: To delete one process, you can also click Edit (button), right-click the process, select Delete and confirm.

How to Update Work Processes in a Batch#

1. Select Actions (button) > Batch Update. The Batch Update section opens.
2. Select the processes to update:
   • Hold down Ctrl and click each process, or
   • Click the first process, hold down Shift and click the last one.
3. Select what to update from the dropdown list, then set the new value:
   • Status, Type or Group = Select the new value, then click Update (button).
   • Department, Director or Manager = Select the new value, then click Update (button). Leave the value blank to clear the field.
   • Rating = Click the stars, then click Update (button).
   • Staff = Select a staff member, then click the competency (Trainee, Basic, Competent or Trainer) to add them, or click Clear (button) to remove them from every competency.
   • Supplier = Select a supplier, then click Add (button) to link it, or Clear (button) to remove it.
4. Confirm the number of processes that will change.
5. Close the Batch Update section when you are done.

How to Edit Process Groups#

1. Select Menu (button) > Edit Process Groups. The Process Groups window opens.
2. To add a group, click Add (button) and type the Description.
3. To rename a group, overtype its Description.
4. Click Save (button), or press Enter.
5. To delete a group, click the button in its Actions column and confirm.
   • Note: A group that still holds processes cannot be deleted: the message "Delete Failed. The selected Groups contains Task/s." appears. Move its processes to another group first.
6. Close the window. Any unsaved change is saved, and the groups are then available in the Group field.