OnBase Workflow

Overview:

Electronic (PDF) EAFs with supporting documentation are sent to HR to the departmental email hreaf@rit.edu. The HRAs are responsible for triaging the EAF and beginning the workflow process.  

The Queues:

Once you log into OnBase (https://onbase.rit.edu), click on the menu button           and then click on ‘Open Workflow’. A new window will open, click on the ‘>’ symbol next to ‘HR – EAF Emp/Job Change’ to expand the queues. 

Each queue will contain a list of EAFs in the Inbox panel that have been routed according to transaction type and user action.  Click on each EAF to review and add Notes as appropriate.  

All users have a queue – this will be the area where you will be able to view, approve and/or process the EAFs that have been assigned to you. 

1. HRA Review – this is where the EAF begins its life-cycle/workflow. HRAs will upload the EAF and any supporting documentation to this queue.  The HRA will then move it to the HRM queue. 
   1. The HRA will request the offer letter for any salary changes.  The HRM will be responsible for obtaining offer letters for all other changes that require an offer letter 
2. HRM Review – EAFs are added to the appropriate HRM queue based on the HR Organization. HRMs are responsible for obtaining and uploading additional documentation as needed.  HRMs can view other HRMs queues by right clicking in white area of the Inbox panel and selecting the appropriate user name from the ‘See Other Users Documents’ window.
   
   
   1.  HRMs are responsible reviewing and determining the following:
      1. Reasonableness of request
      2. For compensation actions: 
         1. For EAF actions previously approved by HRM/Compensation, ensure compensation, band, title, etc align with what was communicated to manager/leader and resolve any discrepancies before approving.
         2. If an EAF is received that affects compensation, band, title, etc and HRM/Compensation has not previously reviewed, the HRM should conduct further investigation, gather additional detail, discuss with manager/leader, and work with compensation team off line if needed to ensure HR can support the action before sending EAF to compensation queue. 
         3. Add notes as needed for clarification
   2. Appropriate effective date (backdated EAFs are approved on an exception basis only)
   3. Appropriate approver signatures for unit and transaction
3. Compensation Review – the Comp team is responsible for the following:
   1. Review/validate compensation related actions.
   2. Add the approved JDQ to OnBase
   3. Provide detailed instruction for HRA and Position Control data entry
4. Position Control Review – Position Control will process changes to Positions and update the employee assignment record with the new position.  JDQs are added to the new position in Oracle. 
5. HRA Approval – A second queue for the Human Resource Assistants (HRAs). Once an EAF has been fully approved and is ready for Oracle processing, the EAF will be routed here. The HRA will process the changes, not including the position changes.

Approving EAFs 

Approving EAFs moves the document to the next approver or processor queue according to the information presented on the EAF. The options that are available to you are dependent on your role within HR. 

Click on the ‘Approve’  button and then select the destination from the dropdown, then click on ‘OK – Route Document’

Notes:

Notes are a critical component of the workflow. Notes should be added to the EAF to provide updates, context and direction.  

• Use the  button at the bottom of the Inbox panel to add additional details. 
• To view notes, right click in the document view pane on the document and click on Notes – View Notes

HRM – add notes to provide context regarding change

Comp – add notes to provide data entry instructions to HRA and Position Control

Import Documents:

Additional documents such as emails can be added during the workflow process.  

• Click on the EAF of the employee in the Inbox panel
• Click on the   button and then select the appropriate ‘Document Type’ 
• Click on ‘Choose File’, select the appropriate document and then select ‘Import’
• Add a note that the document was added (it will not append to the EAF)

Deleting EAFs 

Occasionally an EAF needs to be deleted if it is no longer needed or if a duplicate has been uploaded.

To delete, select the EAF from the list in the Inbox panel.  Right click on the line and select ‘Delete’. This will remove it entirely from the workflow and the employee file in OnBase. 

Reassigning EAFs 

Occasionally an EAF needs to be assigned to a different HRM within the HRM Review queue.  This situation occurs when HR Organizations in Oracle have not been updated with the correct HR Manager due to a reorganization or other change.

To reassign, select the EAF from the list in the Inbox panel.  Right click on the line and select ‘Keywords’. This will bring up a new window. You can then assign the EAF to a new HRM.  Please note that you will need to enter the HRM name exactly as it appears on the EAFs in their queue. 

Routing 

Each user is responsible to select the appropriate queue when approving the EAF.  Most EAFs have multiple changes included (ex. salary, PC and Title).  If there is more than one change please route the EAF using the routing chain with most approvers required. 

Email notification:

When a document is sent to your queue OnBase will send a notification via an overnight feed. This will be your only notification that you have an EAF awaiting action. The email will arrive daily until the subject EAF is removed from your queue. Within the email a link is noted to direct you to your queue and subsequent document for approval and/or processing. You can choose to use the link or simply log into OnBase as you normally would. 

Example below of an email notification from OnBase – please note your queue may be named differently: