This article applies to: Entry-Exit
Who can use Entry-Exit?
The HR director of a unit will be the apex user for that unit. (Cornell Tech is in-scope but Weill is not.) They will determine who the Section Administrators, Initiators, and Validators will be. The Section Administrators will determine who their Default Assignees will be. Initiators will specify the Supervisor for any HR Event. All those people will be users of the Entry-Exit application. Downstream users might include anyone auditing an HR Event or people who otherwise want visibility into HR Events.
What does the Entry-Exit application do?
The Entry-Exit application was designed to manage reusable lists of tasks that should be performed whenever someone fills or vacates a position, and to assign tasks and track completion when a specific worker is on-boarded or off-boarded.
What does the Entry-Exit application NOT do?
The Entry-Exit application does not track assets. For example, if an off-boarding task is to deprovision security access for the Worker, Entry-Exit will not track what security access the user has, or even what accounts should be checked.
Tasks have descriptions, which can be lengthy. If it is practical, detailed instructions can be included indicating what assets should be provisioned or deprovisioned. If this information lives elsewhere in the Unit intranet, the Task Description can link out to the pertinent web location.
Help with terminology: What is the difference between a Task, a Tasklist, a Tasklist Template, and a Tasklist Recipe?
- A Task is the instantiation of one item on a Tasklist Template when a specific person is being on-boarded and off-boarded. The Task has a status (for example, Open, Assigned, Complete).
- A Tasklist is the collection of all Tasks that must be performed when a specific person is being on-boarded or off-boarded.
- A Tasklist Template is a reusable list of tasks that is specific to a work group (for example, HR, building care, desktop support), and type of HR Event (for example, hire new staff, hire new faculty, hire new temp position, staff resignation, staff retirement). The Tasklist Template is the general form, while the Tasklist has been customized (if necessary) for a specific person’s event.
- A Tasklist Recipe is a collection of Tasklist Templates that are used for a particular event. For example, when someone leaves, you will want a Tasklist Template that covers having equipment returned. This equipment Template would then be used as part of a recipe for a person leaving the university, a person transferring, a person retiring, etc., along with the other components of those events.
What is a Default Assignee?
When you create your Tasklist Templates, you indicate the actual staff person(s) who typically perform that task. When an HR Event is initiated, the Default Assignees will become actual Assignees; the names can be edited, if necessary, for a particular event. If multiple people are specified for a task, then each individual will be able to Decline or Accept the task. Whoever accepts the task will be the one who actually does the work, and marks that Task as complete.
What if my work group already has an EGA (Exchange Group Account, a type of Resource Account)? Can I use that as my Assignee Group?
The first release of Entry-Exit does not support using EGAs as Assignee Groups, but it is on the roadmap for future development.
What if there are tasks that need to be performed before a candidate has been selected?
It is recommended that the Tasklist Templates be architected such that these tasks are configured separately. Multiple Entry-Exit Events can be initiated for what is essentially the same HR Event, one for the early tasks before the new hire is known, and another for the tasks that depend on knowing who it is. See also Entry-Exit Best Practices.
What if the detailed instructions on performing a task are stored elsewhere?
Task descriptions in the Entry-Exit application can include links to other documents or webpages.
Can I attach a document to an entry in my Tasklist Template?
The first release of Entry Exit does not support attachments and it is not on the roadmap. You can link to other documents or webpages.
How do I specify when tasks are due?
When an HR Event is initiated, the Effective Date is specified (the first day at work for on-boarding, or the last day at work for off-boarding). When setting up reusable Tasklist Templates, you can specify the Plus/minus # days until due for each task. For example if the Worker needs to be set up in Workday a week before their start date, then you would enter -7. If the notification can go out up to a week after their first day, you would enter 7. If the Worker activates their NetID on their first day, you would enter 0.
What if I need to make changes while an HR Event is underway?
The Initiator can edit the details of an event, add or remove tasks, add or remove assignees, or change due dates after the Event has been dispatched. Be sure to communicate the changes to anyone impacted by the change.
An example of the need to make a change is if someone has accepted a number of tasks, but becomes unavailable for a prolonged period of time. In this event, the Initiator can remove that Assignee from their tasks. Other Default Assignees can then accept the task, or a new Assignee can be added.
How do I monitor the progress of an HR Event that is underway?
The Events tab displays for users the a list of Events pertinent to them, see the details of the Tasks involved in the Event, who was assigned, who has accepted the task, and which tasks have been completed.
For those with administrative roles, the Events tab will display all events that fit their role.
How do I know when an HR Event is complete?
When an event is initiated, the Validator is specified. The Validator is often but not always the Supervisor of the position that is being filled or vacated. The Validator will mark the event as having been completed. This can be done even if there are tasks that have not been marked as Complete if the Validator determines that the task is not relevant to this event, or if there is no significant impact from this task not having been completed.
How do I investigate if something goes wrong during an HR Event?
The Entry-Exit application provides audit logging. Anyone with access to the Event can download the audit log, which will detail all actions taken on tasks, who performed the action, and when.