diff --git a/content/applications/hr/employees.rst b/content/applications/hr/employees.rst index 5bd551ea6..60c10bc1c 100644 --- a/content/applications/hr/employees.rst +++ b/content/applications/hr/employees.rst @@ -111,6 +111,7 @@ employee record. :titlesonly: employees/new_employee + employees/onboarding employees/departments employees/certifications employees/equipment diff --git a/content/applications/hr/employees/onboarding.rst b/content/applications/hr/employees/onboarding.rst new file mode 100644 index 000000000..55d0d0211 --- /dev/null +++ b/content/applications/hr/employees/onboarding.rst @@ -0,0 +1,164 @@ +========== +Onboarding +========== + +When a new employee is hired, it is important to have an onboarding procedure that can be followed. +This ensures that information, equipment, and training are provided to the employee and any other +necessary steps for the business are assigned to the correct individuals. + +Proper onboarding ensures that new employees are given all the information and tools needed to be +successful in their roles and have a smooth transition to their new job. + +View onboarding plan +==================== + +Before onboarding can begin, it is recommended to check the default onboarding plan that comes +preconfigured with the **Employees** app. To view the current default plan, navigate to +:menuselection:`Employees app --> Configuration --> Activity Plan`. Click :guilabel:`Onboarding` to +view the detailed onboarding plan form. + +.. _onboarding/plan-form: + +The plan form displays the following information: + +- :guilabel:`Plan Name`: the specific name for the onboarding plan. +- :guilabel:`Model`: specifies where this plan can be used. In this case, in the **Employees** app. +- :guilabel:`Department`: if left blank (the default setting) this plan is available for all + departments. Limit the use of the plan to a specific department by selecting the department using + the drop-down menu. +- :guilabel:`Activities To Create`: this tab lists all the onboarding steps. Each row displays: + + - :guilabel:`Activity Type`: the specific activity for the step. The default options are + :guilabel:`Email`, :guilabel:`Call`, :guilabel:`Meeting`, :guilabel:`To-Do`, or + :guilabel:`Upload Document`. If the **Sign** app is installed, a :guilabel:`Request Signature` + option is available. + - :guilabel:`Summary`: a one line description of the step. + - :guilabel:`Assignment`: chooses who completes the activity, relative to the new hire: + + - :guilabel:`Ask at launch`: choose the user in the :guilabel:`Assigned To` field when + :ref:`launching the onboarding plan `. + - :guilabel:`Default user`: choose a user who always handles this activity. Defined in the + :guilabel:`Assigned to` field. + - :guilabel:`Manager`: assigns the employee's manager as defined on the employee record. + - :guilabel:`Coach`: assigns the employee's coach as defined on the employee record. + - :guilabel:`Employee`: the new hire completes the activity. + - :guilabel:`Fleet Manager`: assigns the designated **Fleet** app manager. This option is only + available if the **Fleet** app is installed. + + - :guilabel:`Assigned to`: this field remains blank, unless :guilabel:`Default user` is selected + for the :guilabel:`Assignment` field. If :guilabel:`Default user` is selected, this field is + populated with the selected user. + - :guilabel:`Document to sign`: the corresponding document requiring a signature. + - :guilabel:`Interval`: the time when the activity is active. + - :guilabel:`Unit`: the set time interval, either :guilabel:`days`, :guilabel:`weeks`, or + :guilabel:`months`. + - :guilabel:`Trigger`: how scheduling is determined for the activity. Options are either + :guilabel:`Before Plan Date` or :guilabel:`After Plan Date`. + + .. example:: + A laptop must be set up and registered to a new employee the day before they start work. The + person who performs this step should always be the IT Manager, Abby Jones. + + To configure this activity with these parameters, the :guilabel:`Activity Type` is set to + :guilabel:`To-Do`, with a summary of :guilabel:`Assign Laptop`. The :guilabel:`Assignment` + field is set to :guilabel:`Default user`, and the :guilabel:`Assigned to` field is set to + :guilabel:`Abby Jones`. The :guilabel:`Interval` is :guilabel:`1`, and the :guilabel:`Unit` + is set to :guilabel:`days`. The :guilabel:`Trigger` is :guilabel:`Before Plan Date`. + + .. image:: onboarding/activity-plan.png + :alt: An activity configured to assign a laoptop the day before an employee starts work. + +Onboarding plan steps +--------------------- + +The default :guilabel:`Onboarding` plan includes three default steps. All steps are +:guilabel:`To-Do` activities, and are scheduled for the day the onboarding plan is launched +(:guilabel:`0 days Before Plan Date`). + +- :guilabel:`Setup IT Materials`: the manager must gather and configure all IT materials. +- :guilabel:`Plan Training`: the manager must plan the training for the new employee. +- :guilabel:`Training`: the new employee must complete the training planned by the manager. + +.. image:: onboarding/onboarding.png + :alt: The three default steps in the Onboarding plan. + +.. _employees/modify-plan: + +Modify onboarding plan +====================== + +A single onboarding plan works only if the flow works for the entire company. + +.. note:: + If the onboarding plan is universal, add to or modify the default onboarding plan. If + department-specific onboarding plans are needed, :ref:`create a new onboarding plan + `. + +To modify the default plan, first navigate to :menuselection:`Employees app --> Configuration --> +Activity Plan`, then click on :guilabel:`Onboarding`. + +To modify a step, click on it. In the :guilabel:`Open: Activities` pop-up window, make any desired +modifications to the step, then click :guilabel:`Save`. + +To add a new step, click :guilabel:`Add a line` at the bottom of the listed activities in the +:guilabel:`Activities To Create` tab, and a blank :guilabel:`Create Activities` pop-up window +appears. Enter all the information in the pop-up window, then click :guilabel:`Save & Close` if +there are no other steps to add, or click :guilabel:`Save & New` if more steps are needed. + +.. _employees/create-plan: + +Create onboarding plan +====================== + +Some companies require different onboarding plans, when there are department-specific onboarding +procedures that do not apply to the whole company. For these cases, a new department-specific +onboarding plan must be created. + +To create a new onboarding plan, :ref:`navigate to the desired plan and configure all the desired +steps `. + +.. example:: + A company specializing in the manufacturing and selling of outdoor metal furniture may have a + large factory that produces the products, and a separate sales office. This company may have two + separate onboarding plans, one for factory workers, and one for office workers. + + The onboarding plan for the factory workers is set for the :guilabel:`Manufacturing` department, + and includes specialized tasks relating to factory jobs. These include gathering the new + employees uniform and safety gear, assigning a safety course, emailing their team about the new + hire, going over benefits, and more. + + .. image:: onboarding/factory-onboarding.png + :alt: An onboarding plan configured for factory workers. + +.. _employees/launch-plan: + +Launch onboarding plan +====================== + +After an employee has been hired and their employee profile :ref:`is created +`, navigate to the desired employee's profile by clicking on their Kanban +card on the **Employees** app dashboard, then click the :guilabel:`Launch Plan` button on their +employee profile, and a blank :guilabel:`Launch Plan` pop-up window loads. + +In the :guilabel:`Plan` field, choose the desired onboarding plan. Then, using the calendar +selector, set a date in the :guilabel:`Plan Date` field. This is typically the employee's first day, +but any date can be selected. + +The right side of the :guilabel:`Launch Plan` pop-up window displays all the steps in the selected +plan, grouped by what was selected in the :guilabel:`Assignment` fields on the :ref:`plan form +`. + +Once the :guilabel:`Plan` and :guilabel:`Plan Date` fields are configured, click the +:guilabel:`Schedule` button, and Odoo schedules everything in the plan, according to their +respective due dates. + +All scheduled activities appear in the both chatter of the employee profile, and in the chatter of +the user's with assignments relating to the plan. + +.. note:: + If any activity assignments were configured to :guilabel:`Ask at launch`, an :guilabel:`Assigned + to` field appears on the :guilabel:`Launch Plan` pop-up window. Using the drop-down menu, select + the user responsible for all the unassigned activities. + +.. image:: onboarding/onboarding-chatter.png + :alt: All onboarding tasks scheduled in the chatter. diff --git a/content/applications/hr/employees/onboarding/activity-plan.png b/content/applications/hr/employees/onboarding/activity-plan.png new file mode 100644 index 000000000..af782f5d2 Binary files /dev/null and b/content/applications/hr/employees/onboarding/activity-plan.png differ diff --git a/content/applications/hr/employees/onboarding/factory-onboarding.png b/content/applications/hr/employees/onboarding/factory-onboarding.png new file mode 100644 index 000000000..b1b46d021 Binary files /dev/null and b/content/applications/hr/employees/onboarding/factory-onboarding.png differ diff --git a/content/applications/hr/employees/onboarding/onboarding-chatter.png b/content/applications/hr/employees/onboarding/onboarding-chatter.png new file mode 100644 index 000000000..5e3f6e3c2 Binary files /dev/null and b/content/applications/hr/employees/onboarding/onboarding-chatter.png differ diff --git a/content/applications/hr/employees/onboarding/onboarding.png b/content/applications/hr/employees/onboarding/onboarding.png new file mode 100644 index 000000000..bc1b5d0b5 Binary files /dev/null and b/content/applications/hr/employees/onboarding/onboarding.png differ