HR New & Remove Employee process

Overview/Introduction

The New & Remove Employee process is designed to streamline processes for onboarding and offboarding employees.  Requests are initiated by HR through the Oracle workflow then are passed to the employee's department to complete the details of the request.  The details are especially important to ensure new employees have everything they need when they start.

Login to your inbox by visiting - https://inflow.ursinus.edu or clicking the tile on your Okta dashboard 

Details

Workflow – New Employee:

1. HR initiates form with general employee demographics when HR paperwork is complete
2. “Requestor” (designee from hiring department) receives email from etrieve@ursinus.edu when HR submits the form
3. Using link in email or from the Etrieve “Inbox”, Requestor completes the form with detailed needs of the new hire and Approves
4. Emails to IT, Facilities and others are generated for back-end work to be completed.
5. When Tech Support has credentials and computer ready, HR will be notified to schedule onboarding with IT

Workflow – Remove Employee:

1. HR initiates form with general employee demographics
2. Requestor receives email from etrieve@ursinus.edu when HR submits the form
3. Using link in email or from the Etrieve “Inbox”, Requestor completes the form with details of the departing employee and Approves

Application Navigation:

1. Inbox = forms waiting for you to complete **number will indicate how many forms are pending

2. Activity = history of all forms you have approved
   1. Scroll or use Search if you need to find an old form

Completing Forms:

• Please provide as much detail as possible – very few fields are required, but more information is better – if known
• Where applicable, provide a contact who can answer questions should there be any follow up required

**this should be an Ursinus contact, not the new or departing employee

New Employee Form:

• For Facility Requirements
  • If known, Specific Building, Office number and key numbers is helpful
  • For Badges/Plaques
    • Please include the account number
    • Note character limitations for text
• Computer/System Needs
  • Please use the “Help Me Choose” option for up to date standard setup configuration
  • Everyone will automatically be given access to the department’s S:\Share drive and added to the department's distribution list – those fields only need to be completed if extra access is needed
  • If there are specific mailboxes, calendars, folders, software the person needs access to, you have to specify on the form.  Requests to give someone the same access as someone else or to mirror another person cannot be completed.  
• Telecommunication Needs
  • Please include an account number for any mobile devices

Remove Employee Form:

• Please add the building and room number so an IT inventory can be completed.

FAQs

• The software used to complete the forms are commonly referred to as Softdocs, Etrieve and Inflow.  
• IT provides as standard a laptop, monitor (one), keyboard, mouse and docking station.  Second monitors and additional peripherals will be charged back to the department - if requested, please provide an account number.

See Also

https://inflow.ursinus.edu

Sample completed forms are attached for reference.  Due to updates and improvements, the fields and appearance may change slightly over time.