In this list, the onboarding processes of all persons who are permanent members of the company or are registered as external employees are managed. The onboarding workflow is what makes this list usable in the first place.
Workflow
Workflow
Identification
Information on the identification of the data record is stored in this info area.
| Property | Description |
| Code | Here you can code |
Output protocol
Output protocol
Internal employee
This group includes properties that are specifically relevant for internal employees in the onboarding process. This typically includes information on the internal position, department and organizational assignment of the new employee.
| Property | Description |
| Company car | The information as to whether the employee is entitled to a company car is provided centrally by SAP HR. Within the workflow, it ensures that the person responsible for the vehicle fleet is informed about the new employee. |
| Internal employee | Selection of the internal employee. |
| Internal contact person | The internal contact person can create, save, change and submit an application. They receive all further information in parallel with the processor and are responsible for revalidation. |
| Manager | Please check the box if the new employee is a manager. |
Data of external employees
This group includes information on external employees that is recorded as part of the onboarding process. This typically includes contact details, contract information and specific qualifications of external staff.
| Property | Description |
| Cost center | To which cost center does the external employee belong? |
| Use planned until | If you know until when the external employee will be at the company, please enter this date here. You can leave the field blank if you do not know the date. This information is not related to the quarterly extension, which is always carried out regardless of the planned assignment time. |
| Group e-mail address | Does the external employee need an e-mail address within your company? |
| Salutation | Selection of the salutation. |
| First name | Indication of the first name. |
| Surname | Indication of the surname. |
| Department | To which department does the external employee belong? Search here for the names (or a part of it) of the departments, e.g. "Administration". Several search terms can be entered separated by a space, e.g. "HR Administ" |
| E-mail address | Enter an e-mail address. |
| Phone number | Specify a telephone number in the form +49 171 0000 0000. The mobile phone number is preferred. |
| Internal contact person | Selection of the internal contact person. |
| Printer release necessary? | Please check the box if the new employee requires printer approval. |
| Staff type | Selection of the personnel type. |
External employee data record
This group contains attributes on external employees that are recorded as part of the onboarding process. The data includes relevant information for the integration and management of external personnel in the company.
Company and contact person of external employees
This area links the company and the contact person at the company for the external employee. If a new company has been entered, this data is written automatically after validation by the department.
| Property | Description |
| Company | Selection of the company. |
| Company Contact person | Here you will find the contact details of the company's contact persons. |
New company of external employees
In this area, the data on the external employee's company is entered if this is to be newly created,
| Property | Description |
| Company name | Enter the full name of the company, including the legal company name, e.g. GmbH, SE or similar. |
| Street / No. | Enter the street name incl. house number |
| plz | Enter the postal code. |
| Location | Enter the location. |
New contact person external company
The data of the contact person who is responsible for the new external employee at the external company is recorded in this area.
| Property | Description |
| First name | Enter the first name of the contact person. |
| Surname | Enter the last name of the contact person. |
| (mobile) phone | Enter the telephone number of the contact person, preferably the mobile phone number in Fomra +49 171 0000 0000 |
| E-mail address | Enter the e-mail address of the contact person. |
Exit
This group includes characteristics relating to the departure of an employee from the company. This includes information such as the date of departure, the reason for leaving and any exit interviews.
| Property | Description |
| Succession | The person selected here is used as the successor for all functions for which no other person is specified in the list below. |
| Last day of attendance | The last day of attendance is transferred from SAP and does not represent the end of the contract, but already takes into account remaining vacation or other agreements made. |
Succession
The successor for specific tasks can be defined in this info area. If no successor is specified for a task, the selected person from the previous area is used.
See also: Successor
General Information
This group contains basic information about a new employee's onboarding application. It contains general data such as name, contact information and planned start date.
| Property | Description |
| Buddy | Buddy, who helps with all kinds of questions, establishes contacts in the team and introduces the team tasks. |
| Access to the entire Unterföhring site | Select this item if the nuee employee should have access to all buildings on the site as defined in the general access profile. You can define access to special areas below. |
| ID card not collected | This option is automatically activated if the detour via the "Badge not collected" step change was selected in the workflow. |
| Language | Select the language of the new employee here, |
| Processor | The processor can process, save and submit this application in parallel with the contact person. They are not involved in the revalidation process, but receive the same information as the contact person. |
| Is access to the site necessary? | Please check the box if the new employee requires access to the premises. |
| Workplace necessary? | Please check the box if the new employee requires a workstation. |
| First day of attendance | Enter the day on which the employee will be on site for the first time and will receive their ID card if necessary |
| Windows account required? | Please check the box if the new employee needs access to the network. |
| Need a key? | Please check the box if the new employee needs a key. |
| IT equipment necessary? | Please check the box if the new employee requires IT equipment. |
| provides remote support? | Specify here whether the new employee will connect to other computers for support purposes. |
Extend time limit
This group contains characteristics for the extension of fixed-term employment. It includes information such as the extension date, duration and reasons for the contract extension.
| Property | Description |
| New time limit until | Enter the new time limit here if the external employee is to remain with the company for longer. You will be asked again before the end of the extension whether you want to extend. |
Contact details
Contact details
See also: Application contact details
Workstation setup (no IT equipment)
This group of characteristics includes information on the basic equipment of the workplace for new employees, excluding IT equipment. It contains information on furniture, office supplies and other non-technical equipment.
| Property | Description |
| Reason for "no workplace" | If the new employee does not need a workstation, please provide a brief explanation here. This will save you having to ask whether it was just forgotten. |
| New workplace | Please check the box if a new job needs to be created. |
| New/other furniture | Please check the box if new or different furniture is required. |
| Description Furniture | Enter a description for the desired furniture. |
Occupancy concept
In this area, select which of the available occupancy concepts should be used. The display of the underlying info areas changes based on this.
Room and workplace
This group includes characteristics of the workplace and premises for new employees. It contains information on office allocation, required equipment and special workplace requirements as part of the onboarding process.
| Property | Description |
| Room | Selection of the room. |
| Workplace | Selection of the workplace. |
Workstation group
The workstation group can be selected in this area if "flexible workstation occupancy" has been selected as the occupancy concept.
| Property | Description |
| Workstation group | Here you can define the workstation group if the "flexible workstation assignment" assignment concept is selected. |
Comments
Comments
In this section you can add and edit comments and annotations.
Employee photo
Employee photo
In this section you can manage images and display an image gallery.
Revalidation status
Revalidation status
See also: Overview of employee revalidation
Access to additional rooms required
This group includes features that characterize the need for access to special or additional premises for the new employee. This may include laboratories, server rooms or other restricted areas.
| Property | Description |
| Select room 4 | Select an additional room to which the emplyee needs access. This applies in addition to the workplace of the as defined above and can be used for storage and archive rooms as well as team or meeting rooms, for example. |
| Select room 5 | Select an additional room to which the emplyee needs access. This applies in addition to the workplace of the as defined above and can be used for storage and archive rooms as well as team or meeting rooms, for example. |
| Select room 1 | Select an additional room to which the emplyee needs access. This applies in addition to the workplace of the as defined above and can be used for storage and archive rooms as well as team or meeting rooms, for example. |
| Select room 2 | Select an additional room to which the emplyee needs access. This applies in addition to the workplace of the as defined above and can be used for storage and archive rooms as well as team or meeting rooms, for example. |
| Select room 3 | Select an additional room to which the emplyee needs access. This applies in addition to the workplace of the as defined above and can be used for storage and archive rooms as well as team or meeting rooms, for example. |
Access to the following buildings required
The buildings to which the new employee requires access can be selected here. This is taken into account when defining the access profile.
See also: Building
Selection of access profiles
Selection of access profiles
See also: Access profiles
Access to the following room zones required
Access to the following room zones required
See also: Security areas
Status Approvals
Status approvals
See also: Approvals Status
Documents
Documents
In this section you can upload, download and manage files.
Amendment
This group includes characteristics that document changes to the onboarding application. This includes information on the time, type and originator of modifications to the application status or the application data.
| Property | Description |
| What would you like to change? | Select the desired change. |
| Effective from | Specification of the date from which the change is to take effect, in the format DD.MM.YYYY. |
Key/ID card
This group contains characteristics for identification documents and keys that are relevant as part of the onboarding process. This may include information on ID cards, driving licenses or access cards.
| Property | Description |
| What do you need? | Please select what you need here. |
| Why? | Selection of the reason. |
| Reason | Enter a justification. |
Request
This group contains characteristics for the application for the onboarding of new employees. Basic information on the application process and its status is recorded here.
| Property | Description |
| What would you like to do? | Please select the desired action here. |
| External employee? | Please check the box if this is a new external employee. |
Control
This function deactivates the "New" button in the menu bar. New applications can only be created from a person or the assistant for external persons.
WorkflowButtons
The workflow buttons can be used to control the workflow. The buttons are the same as those displayed at the top of the "Workflow" area.
