Workflow Sample: Human resources development

Showing posts with label Human resources development. Show all posts

In the "Hours Worked Report flow" which I showed the other day, it has been designed that the working status becomes "Vacation" when the deadline passed without reporting one's attendance. Does it mean that it is possible for the person him/herself or the boss or the management to confirm the days when the vacations were taken just by looking at the processing record of the "Attendance Report flow", which is actually the attendance record?

No, Wait a minute... There could be a possibility of a case where it has been recorded as vacation despite worked, because forgotten reporting. In the first place, a "vacation" should be given only after you apply in advance and your boss approves it.

The management department checks the monthly service record by matching "Leave application" and "Attendance record (record of Hours-worked reports)". In case if an employee is recorded as on vacation on the attendance record, but the corresponding application has not been submitted, you need a correction of attendance record (reapplication) or to ask submission of leave application (Post-application). In order to reduce the extra labor in the management department, it is desirable to correctly make attendance reports and leave applications, and to confirm oneself whether there are omissions at the end of the month.

[Leave Request Flow]

In Japan, half a month has passed since a new fiscal year started, so I guess the new hires are getting used to their new environment.

In the past two weeks, we introduced workflows for "Attendance report flow" and "Daily report flow" oriented (not necessarily) for new employees. If you've "reported" properly every day, I suppose you thoroughly got used to operations of the Workflow platform.

When you compare these two Workflows, you will recognize that they are very similar

It is automatically started and appears in [My Tasks] of all employees every morning
An employee reports, the boss (a leader) confirms.
The deadline has been set and if it is not finished until, it automatically terminates

Even though the contents to be reported are different as "work time" and "work contents" depending on the Workflows, their outlines are almost the same. Then, why don't you put these together?

[Attendance-Work Report]

In the previous post, I introduced you the "Hours-worked report" which even new hires make every day. It has been designed considering input effort to be reduced by devising of initial value and input screen so that reports are made properly every day. Speaking everyday report, the daily report is one of them. Whether it is during the training period or after being assigned, it is an important task for new recruits to report the "works done" and "matters learned" to the superiors or to seniors.

Through the daily report, new hires can learn business etiquette and how to work, and also help them communicate with their boss, seniors or other employees. Above all, the opportunity to look back on the day and organize what you learned or noticed is particularly important to be in the new environment.

[Daily Report]

In Japan, spring is the season of cherry blossom and the starting of a new life.

Another new fiscal year begins today, so an employment ceremony is held in many companies. Once a new employee is assigned, the superiors, senior employees, or HR staffs will instruct this and that of company life. Among them, it supposedly includes "how to make work report".

Recently, "Workstyle reformation" and "Discretionary working time system (Exempt employee)" are topics frequently discussed, so it is very important to be able to record and to recognize the hours worked properly. (Attendance management)
Reporting and recording of attendance and leave time has been managed in various ways, such as by filling in paper or stamping on time cards when it used to be, or now with IC cards or in a dedicated system, etc. Also, to use a general-purpose Workflow system is one of the ways.

Sometimes "Attendance report flow" is referred to as "the four major Workflow Apps", together with "Work request flow", "Procurement request flow" and "Out-of-pocket expenses claim flow" which I introduced you before as "the Starter templates pack". By managing attendance using cloud-based Workflow, you can take advantages of the following.

Teleworkers/Remote workers or staffs with frequent outings can also be recorded in the workplace or on the go
Daily processing allows new members to become accustomed to Workflow operations
Possible to improve ease-of-use for the organization continuously (would lead to reform of work style)

[Hours Worked Report]

Operation: Information Sharing to Multitasking Full-time Employees

"Overnight front desk work", "work related with Check-out in the morning", and "housekeeping on checked-out guest rooms"...

By visualizing internal information using Workflow, a full-time employee has become capable of various work operations. (Multitasking) That is, information that there was a complaint from a guest is shared with the morning front desk clerk from the night shift staff. And from the front desk clerk who deals with checking-out, information of "guest has checked out" is smoothly shared with housekeepers.

Consequently, full-time employees are now capable of joining works such as for "overnight front desk" or "guest room housekeeping", which used to tend to count on part-timers. And at the same time, phenomenon which part-timers to get "a chance to work as a full-time employment" has emerged. (as an unexpected by-effect)

<Example of work shift for full-timers>

Earlies (7 hrs work, 1hr break)
Lates (7 hrs work, 1hr break)
Overnight (12 hrs work, 1 hr break, deemed as 2 days attendance)

Challenge: Idle Time Still Occurs

However, especially in the late night hours, "idle time" (waiting time) arises inevitably.

If a full-time employee actively participate in 'night shift', he or she ought to undertake 'something productive work' even in the late night hours. So, consulting with a BPM consultant, I decided to challenge "originating a stuff blog" this time. (I also have anxiety that my expectation for "degree of multi-skill" to employees might be too much.)

By the way, there was an opinion that it would be enough to carry out "patrolling work" inside the hotel building more frequently. However, demanding "frequency to unnecessary" can not be said to be "productivity improvement". I suppose that safety is adequately guaranteed by "periodical patrol" already conducted

[Blog Write-Post]

Operation: Relation between Checkout Work and Housekeeping work

We made it possible to confirm the information in real time that customers (guests) have "checked out".

Even a full-time employee is now capable of undertaking "Task of housekeeping" as long as he or she has nothing to do, since all the staffs have become able to check "rooms that checked out" at any time on their smartphone / tablet. (See Episode 568: Business Improvement in Hotel Operation (Part 1)

As we are able to do housekeeping soon after checked out sequentially while considering other customers, "time trial of housekeeping" which used to be seen between 10 and 15 o'clock is gone. Also, accidentally disturbing long staying or late check-out guests never happens again.

A Workflow from "Checkout step" to "Housekeeping step"... "Visualization of progress" is really important.

Challenge: Information Sharing from Night Shift Staff

However, on the other hand, efforts of "entering information which the guest has checked out, into Workflow " are now required for the front desk clerk.

Certainly, the meaning of "possible to start housekeeping in order" is understandable. Also, thanks to the self-checkout machine, there is nothing else to do for the clerk than to "receive the room key", at check-out. That means, inputting itself won't be big efforts. However...it is so simple work, I would like to take advantage of "Workflow", a bit more...

For example, is there any how for front desk clerks to receive some sort of information?

So, consulting with the BPM consultant, we decided to have the night shift worker enter the "complaint record". In other words, put information from the night shift staff, such as "There was a ineptitude in the service on the hotel side" or "I got a complaint for noise from another room", onto the Workflow. By that, the task of "receiving the room key" for the front desk clerk might be able to cope with more sincerely...

[Housekeeping flow-Complaints Record]

Operation: Hotel works, Various of Them

The trend of "Productivity revolution" is going to immerse also Hotel industry...

Eventually, "division of labor" should be considered as at its limit anymore. It is no longer an era where a worker would be good with doing one job, such as "housekeeping", "welcoming / seeing off", "dinner support / breakfast support" "blog writing" "sales aggregation", etc. Workers have to obtain "multi skills" for some extent.

In Convenience store industry, which is the same 24 hours operation, it is true that even a part-timer does jobs like "cashier", "inventory", housekeeping", etc.

Challenge: Fixation of Housekeeping Time

Consulting to BPM expert, we decided that all the full time employees to acquire "skill in guest room housekeeping".

Certainly, housekeeping work has been totally left to part-timers. And I've been thinking that their work environment was somewhat problematic, such as "work time is limited only after 10 o'clock which is check-out time and until check-in which starts 15 o'clock", and "There is few chance to advances to full-time employees even if got skill up". Beside, there may be nothing to do for full-time employees during these hours.

If it were possible to do housekeeping work in the order from "checked out room", it could be covered only by full-time employees...

[Housekeeping flow]

Operation: Year-end adjustment

A seasonal tradition, Year-end adjustment.

In December the year-end, the Accounting department settles the "income tax" which has been collected in approximation from January to November. For that, information such as "number of dependents" and "payment of premiums" of all employees is required.

Until last year, I have been using "Workflow that employees Start application."

Automate Complicated Calculation for "Insurance Premium Deduction" at Year-end Adjustment! (2015-11-30)
Submit Year-end Adjustment Document through Cloud-based Workflow (2016-11-14)

As a matter of course, this flow doesn't let all the employees make their application one after the other, while staffs of the Accounting Dept. are waiting silently. In mid-November, they have to conduct internal announcement two or three times to tell "please apply by the end of the month!" Since about one out of ten employees would not keep the promise of due date of "until the end of the month", so when it enters into December, the staffs have to start urging to those people to apply immediately. Otherwise, they will not able to finish the settlement work within December. (The accountants will take the trouble as well.)

However, even though how huge that input form is, you can finish your inputting work in a moment if you try to, since you can complete it using "Start a new Process using these data" on the application you made last year, by only adding "+1" to the year information. (Moreover, it has automatic calculation function.)

Well, I want to spend the new year's eve without any worry. (The actual deadline by the government is January, which I reserve for correction of mistakes.)

* Incidentally, the template PDF has been devised to reduce the change work in every year. (QuestetraAdd-ons)

Application for (Change in) Exemption for Dependents of Employment Income Earner for 20XX (77 forms)
Application for Deduction for Insurance Premiums for Employment Income Earner and Application for Special Exemption for Spouse of Employment Income Earner for 20XX (154 forms)

Challenge: Urging to person who not submitted yet

However, it is yet difficult to comprehend "who has not submitted" in the case where "Employee-initiated flow" is used.

The schedule is tight. For the staffs of the Accounting department, what is important is "a list of those who have not submitted". Unlike other applications, "list of submitters" (a list of good employees?) is worthless.

Let's consider a Workflow which forcibly pours "Year-end adjustment document submission" to [My Tasks] of all employees! In that manner, you should be able to easily catch "employees who have not completed their application".

* Apparently in the near future, the year-end adjustment at companies will be abolished (NIKKEI 2017-10-16："Policy to digitize Year-end adjustment procedures -The taxation Commission" (in Japanese )), so it is good for drill of "Process reform"!

[Year-end-adjustment]

How to announce personnel information

The task of "announcing information on personnel changes (change of assignment or position) to in-house" is tricky.

There are various types, such as promotion / relegation / recruitment / retirement / leave of absence / department transfer / seconded ... and also individual circumstances differ from each other.

As a feeling of a HR staff, he or she may want to let everybody know about it a few months in advance, if was a case where, for example, "a happy retirement of an employee who has been trustworthy". Whereas, in the case where "being headhunted by a competitor", HR may want to keep that secret. Also in the case of "taking a leave for family care", there are people who want to positively let it known to their colleagues or related people in advance (in consideration of breach of confidentiality obligations), while some other people may want remain in silent.

Basically, we should solemnly switch the "information that is secret within the HR department" to "information publicly known inside the company", according to the "prescribed disclosing rules". (Personnel notice)

Challenges on practical operation

In Japan, many companies adopt "in-house posting" as a publication method.

However, with the way of printing on paper and stick it to "bulletin board" or "wall", there is only few chances of looking at if, for employees who go out often, who are on long leave or teleworkers. On the other hand for staffs of HR, the tasks of "posting the notice at a fixed timing" or "stopping the posting at the scheduled timing" is unexpectedly a big burden.

Whereas, other companies adopt the way of "announcing verbally at morning briefing". However, also it must be said that it is difficult for people who are on long leave and teleworkers to obtain the same amount of information as attendance at the morning briefing. Moreover, there are also risks that 'date of change' or 'change department' etc. are not accurately conveyed because of being verbal.

[Personnel Change Information Publication]

Start small

"How can I get used to the system?"

Considering only the investment effect, it is effective to systemize "existing inefficient work". If there is a work being done on "paper base", you should consider systematization of that work. If systemization is applied to "core business" such as order receiving, shipping and billing, "effect" will be more than "investment" relatively easily.

However, there are also risks that you can not get "effects" at all, if in a situation which is 1) administrator: insufficient system setting skill, 2) general worker: insufficient computer literacy. It is like forcing computer graphic to an oil painting artist.

"I may worsen business efficiency introducing a system." If you have such anxiety, it may be better to start a trial run first with "a small operation" (a work to be done every day if possible).

Habit of continuing to improve

When promoting paperless and teleworking, introduction of "workflow system" will be considered.

It is a very annoying question that to which operation to apply for the first, but for example, the following small workflow called "work time report" could be a powerful candidate. It is definitely good because "inevitably to use every day".

Naturally you will understand what you need and what you can omit, by actually trying "entering data", and "approving on it". And various ideas will be born through the usage.

Administrator: Will be Increased the skill of designing workflow
General worker: Understand the basic usage of handling Steps

[Hours Worked Report]

Japanese calendar text

There are many cases in Japan that use "Japanese calendar" instead of "Western (Gregorian) calendar".

This year is "2017" as well as "Heisei 29".

In other words, there are many cases where Date type data such as "2017-03-13" should be displayed as "March 13, Heisei 29" in prints and email texts. In the article (*) about one year ago, I introduced you the Japanese calendar conversion using the [Script Task], the automatic step. (Automatic conversion of Issue data flowing in the Cloud-based Workflow "Questetra BPM Suite")

Episode 467: Certificate Issue Date on Auto-generated PDF in Japanese Era Name (2016-01-25)

Script step and Service step

However, as of version 11.1 or later (2016-09-05) of the Cloud-based Workflow "Questetra BPM Suite", it is possible to add arbitrary [Service step] by "Service definition file" (add-on XML).

That is, if you use [Service step] which performs Japanese calendar conversion, you do not need to use [Script step] (which requires programming knowledge).

[Certificate Issuance-Japanese Calendar]

Utilization of programming knowledge

"Script Step" is a kind of "automated Step" within a Business Process.

These are Steps for automatically executing "program processing", such as, for example;

with reference to "attendance time" and "leaving time" entered in the upstream process,
automatically calculates "working time" ({leaving time} - {attendance time}).

Conversely, if you incorporated such a Script Step into the Daily report flow, employees do not have to fill in "hours worked " each time.

What can be done?

Automatic processing performed on the Workflow platform is so-called "Server side processing".

In other words, when an Issue flowing through a Business Process reaches the "Script step", data are automatically referenced and updated. All processing is executed while human beings are not aware or concerned.

The program code to be set there will be a configuration like;

starting with "to reference business data",
via "various arithmetic processing",
end with "updating business data".

What kinds of "operations" are possible?

For example, in the case of "Questetra BPM Suite" which is a cloud based Workflow product, it is given the specification as "(*) capable of setting Server-side JavaScript (ECMA Script)". And the following operations are available.

Basic numerical data operation (four arithmetic operations, square root, exponent, round-off, random number...)
Basic character string data manipulation (join, split, reshape, extract, replace, search ...)
Basic date and time data operation (addition, subtraction, progress calculation, day of week judgement, Japanese calendar conversion ...)
Generation and analysis of JSON data
Generation and analysis of XML data
Sending HTTP request (data GET, data POST, OAuth2 communication, Basic authentication ...)
Send SMTP request (send email, attachment file generation, convert character code ...)

* You can also use Java methods that can be handled by the Rhino engine, and Questetra extension methods. [R2300]
※ The details are HERE and THERE.

[Hours-worked report-Hours and minutes]

This article has the improved version.

Amelioration of Excessive Work Hours

In the Japanese government, "health damage due to overwork" has been actively discussed. The rise of this discussion is not an exaggeration to say that triggered by the "new employee suicide for overwork" (2015) in a major advertising agency. And it is expected that a new rule will be added such as "at most of 60 hours of monthly average overtime work under whatever employment contract", within the next one or two years.

In companies and government agencies where work hours are over 220 hours a month persistently, it may be necessary to take various actions, such as "drastic review of business processes" and "consideration of adopting of deemed hours worked system".

Reference) Labor Standards Act of Japan

Employers shall not have Workers work more than 40 hours per week, excluding rest periods.
Employers shall not have Workers work more than 8 hours per day for each day of the week, excluding rest periods.

Learning by implicit instruction is also included to hours worked

Certainly, it is true that there are people who think "want to work more for learning and experience" (staying in the office) with a pure heart.

Today, however, "learning necessary for work" is also defined as working hours. Given the fact that the case of trying to disguise the working hours as short as possible by letting workers to report as "self-development" or "private information gathering", this guidelines may be "unavoidable".

Common recognition within the team about working hours

Hours worked is defined as "time that a worker is objectively evaluated as being placed under command of the employer".

However, taking into consideration the situation as described above, it is very effective to once again discuss the common perception of each department of each company regarding "how to measure working hours concretely".

For example, not only "preparation of materials" at home but also "learning of technology trends" should be measured as working hours. However, on the other hand, if a server administrator who is required to confirm the latest security trends, included the time for "checking the Web for information" and "subscribing to the email newsletter", all the awaking time could be the hours worked.

[Hours-worked report]

'What a cumbersome it is to fill in year-end adjustment paper!'

In Japan, workers in every enterprise are instructed submission of "two sheets of document" at the end of year. Looking at that annual paper, a salary earner would think to oneself 'Ah, this year is going to end soon...' And once starts filling in the paper, he or she would be irritated for its cumbersomeness. (And then later, administrative staff would deeply sigh for too many omissions of entry...)

=[EDEIE] Acceptance and confirmation of Application for (Change in) Exemption for Dependents of Employment Income Earner
'Is it OK to write "Same as above" in the column of Address of Family member?'
'Do I write "Same as submitted number" into the column for Personal number?'
'I am not sure about the date of birth of all of my family...'

= [DIPEIE] Acceptance and confirmation of Application for Deduction for Insurance Premiums for Employment Income Earner and Application for Special Exemption for Spouse of Employment Income Earner
'Life insurance with Term insurance rider... wordy...'
'Medical payments and personal injury protection ...wordier...'
'Management Organization for Postal Savings and Postal Life Insurance... too wordy!

It sure is an once-a-year "seasonal event", but it won't be a fun. Suppose 50 million workers nationwide would be irritated for 30 minutes, how much of GDP would be lost? (Need to break away from "handwriting" at least...)

* Incidentally, when it comes to wasting of "100 million sheets of paper" and "storage for it", it will be ended up with "Approval for provision by electronic or magnetic means". In short, it requires submission of "Application for approval on the provision of descriptions concerning withholding by electronic or magnetic means" (Japanese description only), which I would like to mention about at other chances...

The following two Workflows are schemes that an applicant makes application, and administrative accepts and confirms. Everything will be completed online.

And for the next year, applicants will be able to "Start a new Process with these data". Everyone who makes application through this Workflow will be required only to rewrite "HEISEI 28" (Japanese calender year) to "HEISEI 29" at [EDEIE], and "HEISEI 27" to "HEISEI 28" at [DIPEIE]. (Unless change in family member or in insurance policy.)

[Dependent Exemption Application / Insurance Premium Deduction]

"Too many input fields!"

Dissatisfactions for a Workflow system, many of them are "labor for data input". However, it tends to increase the number of data which is "inevitable to input", for continuing Business Process improvement. Then...

It might seem surprising, but the most efficient burden reduction measures is "to enable to Click-input for some common data". Although nothing is better than to experience actually, the work efficiency becomes very good if one click entry was possible even for five or ten letters. And you will feel so good, if you can input one after another to a lot of input forms that have placed in a row.

The following sample is an altered version of "Button input", which I introduced to you previously, by adding "a button for automatic generation and input of a password". By arranging such a button, you will be able to correspond to a work such as, for example, "issuing a system account" with concentrating.

Reference) Episode 481: Devising of "Button Input" to Input Form

[Test flow for Input Form 2]

"Personnel evaluation" is unavoidable for a company organization .

However, "Personnel evaluation process" varies depending on each company. The "Evaluation axis", such as for example;

Emphasizing on Outputs?
Emphasizing on personal skills?

is an issue concerning with self identity of each company. In other words "Examples of other companies" cannot be nearly as a reference.

[Self outcome] Has outputted sufficient quality and quantity outcomes in accordance with internal rules.
[Organizational efficiency] Proposed a better internal rules, so that to contribute to the improvement of the internal rules.
[Self-ability] Always absorbing the latest knowledge related to information technology and social system.
[Contribution to others] Originating the latest knowledge on the information technology and social system to in-house.

Moreover, "the basic way of thinking" may differ by companies, i.e.

Absolute evaluation
Comparative evaluation
Absolute evaluation on primary evaluation, comparative evaluation on secondary

Also, the "frequency of evaluation implementation and the mechanism of reflecting on reward", will greatly vary depending on company size and business content.

Implementation of once a year
Implementation of once in every 3 month
Monthly implementation

The following Workflow is an example of personnel evaluation to be implemented monthly. An employee conducts self-evaluation (relative evaluation) for each of the evaluation axis with 0 to 5 points. In response to it, a director and an officer conducts evaluation on all personnel (relative evaluation).

[Personnel Evaluation process]

In this example, it is excellent that "Total score in consideration of the weighting of each evaluation axis" will be indicated automatically in the moment when evaluation values of 0 to 5 points for each of the evaluation axis are entered.

It can be said that "Monthly report" added with simple evaluation. (* The weighting here is "Self outcome: 8, Organizational efficiency:6, Self-ability: 4, Contribution to others: 2.)

Incidentally, it might sound rather cumbersome that conducting evaluation for the personnel, director and officer each and every month. However, diligent quantification in every month could become an opportunity to brush up on "How to evaluate?" or "How to be evaluated?". If "reflecting in remuneration" was reviewed only once a year, it may be good for discussing on looking back on 12 months of the evaluated value that was recorded by everyone, month after month.

[Personnel Evaluation process:"1. Enter Self-evaluation" screen]

[Data Items list]

[Free Download]

Business Template: Personnel Evaluation process

"Anonymous Voting" on the Evaluation of the Team Leader! (2016-02-15)
Attendance Management in Cloud-based Workflow! (2016-01-12)
Keep the Personnel Evaluation Sheet Confidential against Even Authorized Users (2012-12-10)

[Japanese Entry (和文記事) ]

My husband caught "Chickenpox"!
My child caught "Flu"!

Anyone wants to reduce risks of "Infectious diseases to be prevalent in the workplace" to zero. Everyone wants the company to take the "appropriate measures against infectious diseases".

Speaking "Infectious disease", it differs widely. There are severe illnesses that have defined as "Category 1 infections" in "Infectious diseases law", such as Ebola hemorrhagic fever", extremely strong infectivity. Also there are infectious diseases such as "Chickenpox" an "Seasonal flu" which have been defined as "Category 5", and the countermeasures is left to each organization. (The national authority would take countermeasure against Category 1.)

The following Workflow is a modified version of "Attendance Report flow" which I had presented in "Episode 465: Attendance Management in Cloud-based Workflow!"

It is nothing special. I Just added an input form of "Questionnaire for signs of infectious disease (optional)" beneath "Time and attendance report form" which everyone inputs daily.

I myself might have been infected with Seasonal flu, Rubella, Chickenpox, etc. (0/1/2/3)
My family member might have been infected with Seasonal flu, Rubella, Chickenpox, etc. (0/1/2/3)

0: Almost no possibility of infection
1: Feel like the symptoms began to appear
2: I think the symptoms began to appear strongly
3: Test positive of infection

[Attendance Report flow]

Want an "anonymous voting" to evaluate the supervisor!

Indeed, if we could have opportunities of "supervisor evaluation" by the staff easily online, it would be convenient in its way. To conduct evaluation not only "Annually", but "on Each quarter" or "Monthly", it will allow good occasions for a supervisor to look back on the day-to-day operations him or herself. (Is this something like a "Cabinet approval rating"?)

However, a Workflow system is a tool to record "What, when or who of the input", in the first place. It is naturally considered poor compatibility with "anonymousness".

In this Workflow, "Supervisor evaluation (Anonymous voting)" has been defined.

Specifically, it is a mechanism that Task of [1. Enter Evaluation on Supervisor] will be allocated to My Tasks of all members when it will come to the scheduled date and time. Members will cast a vote to ballot, for example, [1] Confidence, [2] No confidence, [3] Neither of them.

The excellence in this Workflow is that the entered "Evaluation data" will be automatically appended to "External file", and the data itself will be deleted. That is, even a User who has the [Data viewing authorization] is not able to see "who casted a vote, and how?". In addition as the attentive, in this example it is well-equipped with a function to shuffle the contents of the "external file" upon each appending. In other words, the vote content is surely protected unless the communication log was wiretapped and analyze it.
("Whether voted or not?" and "Voted when?" are excluded from protection.)

Even though, it is not possible to conceal "Who voted how", in cases like "Total number of votes cast was one!" or "All the votes were casted to No confidence". (scary...)

[Supervisor Evaluation Ballot]

Want to set up "Employee Master data"!

However, the work of the Human Resources Department is not mean that it is sufficient to manage only the "incumbents". Information of "seconded the people" and "retired people" must also be managed. Yet, they also want to precisely maintain the "List of incumbent" (employee master) to be used in such business system.

And the management of Employee Master data in "Excel file" has been pushed to its limit already.

Basic information (Employee Master): Id number, Email address, Commonly known name, Date of hire
Detailed information (Statutory management items): Family registration Name, Date of birth, Gender, Highest educational attainment, Employment history, Emergency contacts, Retirement date, etc.

The following is a Business flow for handling "Newly application or Notification for changes in Name, Address, Phone number, etc."

It is necessary to get immediate report not only at the time of joining, also when the name has changed, or the address has changed, or the telephone number has been changed. Its excellent point is the function that allows automatic update on the "Employee Master data" of the Workflow platform as necessary. And the "Employee master data" which is to be updated automatically, will be utilized in making a scheme of, for example, "How to send a notification e-mail to employees who do not have a login account to the Workflow foundation".

[Employee Information Acceptance]

'Date in Japanese calendar!'

"Representation of years" is complicated in Japan. That is, We do not say "year 2016" at the governmental procedure or at schools. This year is absolutely "Heisei 27". The date is represented in "Japanese calendar" in documents which have a little bit of importance, such as "Residence certificate", "Family registration", or "Graduation diploma"...

However, in reality,,, only a few Japanese can immediately answer that "this year is Heisei 28!"

Even so, this "mechanism of resetting to the first year (year 1), once in several decades" is continued already 1400 years or more. It is too much significant for the government of the time to abolish... (And, on the day the current emperor died, another new "era name" will be published.)

The following is a flow of "Employment certification" issuance.

It has devised that at an upstream Step, the employee's 'name' and "birth date' are entered, and the a certificate PDF is automatically generated at [Auto-step] in the middle of the flow. Notably, date data such as "date of birth" and "certificate issue date" is automatically converted to the Japanese calendar. It could be diverted also to issuance flow for, for example, "Graduation certificate" or "PTA News", etc.

[Certificate Issuance]

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