The confirmation workflow is an automated process that facilitates the evaluation of employees nearing the end of their probation period. It involves multiple steps and roles, including the employee, their manager, and senior management, to assess performance, provide feedback, and make a decision on permanent employment.
Benefits of the Confirmation Workflow:
- Structured Feedback: The reporting manager provides input on the employee’s performance, offering insights that inform the decision to confirm or extend the probation period.
- Performance Improvement: The workflow highlights areas for improvement and informs the employee that delayed confirmation may occur if performance doesn’t meet expectations.
- Training and Coaching: Ensures that the employee receives appropriate training and development to improve their performance during the probation period.
Steps to Set Up the Confirmation Workflow
Setting up a confirmation workflow involves configuring the process in your HRStop portal. Below are the steps to follow:
1. Navigating to the Confirmation Workflow Settings
- Go to the Control Panel: Start by logging into the HRStop portal and navigating to the Control Panel.
- Access Employees Section: Under the main menu, select the Employees tab, and then click on Confirmation.
- Open Workflows: In the Confirmation section, click on the Workflows option located at the top-right of the page. This will show all the existing confirmation workflows.
2. Creating a New Workflow
- Click on “+ Add Workflow”: To start a new confirmation workflow, click the + Add Workflow button.
- Fill in Basic Details:
- Title: Provide a descriptive title for the confirmation workflow.
- Description: Add a detailed description of the workflow's purpose.
- Department: Select the department to which this workflow will apply.
- Designation: Specify the job title of the employee involved.
- Location: Indicate the employee’s location (if applicable).
- Entity: Choose the relevant business entity or unit.
- Save Your Changes: After filling in all the required details, click Save.
3. Configuring the Workflow
Once saved, a new page will open with the title Edit Confirmation Workflow at the top.
- Scroll down to find various roles (e.g., Employee, Manager, Manager’s Manager, HOD, BU Head, Admin, Dotted Manager, Dotted Manager’s Manager).
- Enable Roles: For each role, you will see an option to Enable the corresponding individual to fill out the confirmation form. For example, if you want the employee to complete a form, click on the Employee section and enable the option.
- Add Indicators: For each role, you can specify Indicators that will be used to evaluate the employee’s performance. For each indicator, provide a description and choose an appropriate evaluation scale (e.g., a rating scale from 1 to 5). Repeat this process for other roles, such as the manager, manager’s manager, and so on.
- Click Update: After configuring all the roles and indicators, click Update to save your settings.
4. Configuring Automatic Triggers and Feedback Settings
- Trigger Confirmation Automatically: Under the Configuration section, you will find the option to trigger the confirmation workflow __ days in advance. Specify how many days before the end of the probation period the workflow should be initiated (e.g., 30 days).
- Submission Sequence: Choose between two options for the workflow submission:
- Adhoc: All designated roles can fill out the form simultaneously. Anyone can submit their feedback at any time.
- Sequential: The workflow will follow a specific order. The next person in the sequence can only complete their part once the previous person has submitted their feedback. This ensures a structured process.
- Feedback Visibility: The Feedback Visibility section determines who can view the feedback submitted at each stage. For instance:
- Only the employee can view their own form.
- Managers can see the feedback related to both their own and their team members' forms.
- Higher-level roles (such as HOD or BU Head) may see feedback from multiple levels based on the configured settings.
- Set Feedback Visibility: Check the appropriate boxes to determine which forms each role can view, and click Update.
Conclusion
The confirmation workflow is a key process for evaluating probationary employees and ensuring they are successfully integrated into the organization. By setting up a structured workflow, managers and HR can gather feedback systematically, assess performance transparently, and provide necessary support for employee development. Automating this process enhances communication, streamlines decision-making, and ensures a smooth transition from probationary to permanent status.