Overview of Entry-Exit
General intent and structure of the Entry-Exit app
This article applies to: Entry-Exit
An HR (Human Resources) Event is defined as any staffing change in a Unit. Whenever a specific worker is hired into a specific position, or when a specific worker vacates a specific position, it is considered an HR Event. There are different types of HR Events. On-boarding events include new hires, transfers in from another unit, hiring a temp position, etc. Off-boarding events include retirements, resignations, or termination for cause.
A Tasklist Template is a reusable list of tasks that is specific to an Event Type. For example, the same tasks are typically performed whenever anyone is hired, but there may be additional tasks if the person is new to Cornell, or if they’re hired into a faculty position. Similarly, the same tasks must be performed whenever anyone vacates a position, but there might be different tasks if they’re simply resigning as opposed to taking a retirement package. Keeping these tasks in templates allows for consistency from one event to another.
An Entry-Exit event is Initiated when an HR event occurs. An HR Specialist will create the Event in Entry-Exit, specify the actual worker and position, and select the Tasklist Template(s) that are pertinent to the specifics of that particular event. Task assignments will go out to the staff who must perform them. These Assignees can view their to-do lists and mark tasks done as they are completed.
A Tasklist Recipe is a collection of Tasklist Templates that are bundled together and saved so that the bundle can conveniently be applied when an Event is initiated.
How Entry-Exit Works
The Entry-Exit application is centered around the concept of a Unit, defined loosely as an organizational unit overseen by an HR Director.
(Link to list of college and unit HR contacts)
Each Unit is divided into Sections. A Section is a work group that will have tasks to perform. Each section will have a Team Lead, and a team of Workers.
The HR Director is given the role of Unit Administrator. They define the sections for their unit and grant the Team Leads Section Administrator rights in the app, giving them the ability to create and define the Tasklist Templates for the tasks that their team will be responsible for carrying out.
The Tasklist Template lists what tasks need to be performed and who the Default Assignees will be. For example, in the Desktop Support team, Bill and Ted are responsible for ordering workstations and Manny, Moe, and Jack configure and deliver workstations. The “Order Workstation” task will have Bill and Ted as default assignees, and the “Configure & Deliver Workstation” task will have Manny, Moe, and Jack as default assignees. It is possible to use Assignee Groups to manage groups of Assignees. This reduces the need to specify the same Assignees for multiple tasks and makes it easy to add or remove workers if the work team changes. There is also the Assignee Keyword of Supervisor for tasks that should be performed by whoever the supervisor is for that event and Worker for tasks that would be performed by the worker themselves.
When it is time to fill or vacate a position, the Initiator will initiate the event. The Unit Administrator often plays the role of Initiator, but it could be whoever is authorized for the Unit. Details of the Event include the Supervisor of the position that is being filled or vacated. The event will also specify the Validator, who will sign-off that all tasks have been completed and mark the event as Closed.
When the Event is Initiated, automated notifications go out to the Supervisor, Section Administrators, and the Validator letting them know that the Event is in progress. Automated notifications also go out to all the Assignees alerting them to the fact that they have tasks to perform. Additional notifications will go out should any tasks become overdue. When the Event is Validated, automated notifications go out to the Supervisor and Initiator letting them know that the event is complete.