Example Configuration

Below is a sample configuration for Workforce and Talent Management

To implement Workforce and Talent management, you will need to plan your program well before you begin building. It is perhaps best to start with a checklist and then compare that against what you already have In ASM. Below is the configuration that was placed in the product for ITIL V4 compliance in 2023. It may not all work for your organization and that is OK! Pull from it what is useful.

Contact Professional Services at [e-mail] if you want more information, details, or design specifics.

Part 1: Planning Checklist

• What does the Employee Journey look like? Will you want to manage all of it in ASM?

• What will be automated? Candidate Qualifications review (checklists?)

• Will you publish open roles to the internet or only to the portal?

• Who is on the hiring team(s)?

• Will you allow anonymous access to open roles?

• What data is required for an applicant to apply for an open role? This is information we can collect on the screens and validate.

• What training is required for each kind of role and where will the LMS be housed?

• Will you integrate to the LMS?

• How will you validate employment, education and perform background checks. If you want this automated, you will need to gather inputs from the source systems.

• What PII (Personally Identifiable Information) should be secured in the system and who should be able to see the PII, and who should not?

Part 2: System Administration Settings

Once you have roughed in a plan for all the specific information you need for your strategy, its time to set the system up to accommodate it. In our system, we updated the following:

1. Partitioning. We setup partitioning and partitioned screens, call templates, workflow templates and the bulletin board (to send public notices to non-employees) in addition to all the other standard partition settings.

2. Security Profile. We setup a security profile for HR in order to be able to selectively hide PII on screen from everyone but HR.

3. CMDB Item Types. It is important to not get confused between Employees, Candidates, and Mentors and Mentees as CI and those same individuals as People in the system. The Person record created is merely there to facilitate access to the Portal and to ASM for logging issues and requests, and nothing more. The records of these individuals in the Federated CMDB as a 'CI" is where all of the data is housed and where the journey is actually managed. This is critical because we are able to create the kinds and types of dependencies and relationships we would not otherwise be able to accomplish by only using a person type entity. The Person entity in ASM is an account record, and nothing more.

4. Self Service Portal Systems: Do you need a new Portal? One for HR and a public "Careers" Portal for prospective candidates to browse open positions and apply for listed roles, is one possible solution.

5. In Workflow Management, we created the request screen sets for publishing Roles and for onboarding new candidates. Consider each screen and the data you want on each. You will need to configure the correct system values before you build your screens.

• You might also want to:

  • Create a screen set for requesting training and Professional Development.

  • Create screens for managing Reviews, time off, sick leave and off-boarding.

  • Set up the relevant Employee Journey phase and status values in Workflow Management.

Part 3: Screens

After you have configured your system, you can begin building your screens to support your Employee Journey Strategy. You will have several. Below is an example of the screen build for an open Job Posting (AKA WF-Role CMDB Item Type). The basic elements are provided for all the listed screens, but using Designer, you can fit them to your organization, specifically.

In Screen Designer, we built all of our screens for each Screen set. As you can see, there will be a lot of screens. This list will increase if you plan to use NANO (and Alemba recommend's you give it serious consideration).

For each screen set defined above you will need (and for this reason, it is recommended you engage Professional Services):

• Request Details

• Request Review

• Request Submission

• Request Message Templates: Submission, Update, Complete, Rejected, Training Due, Training Complete and New Hire Approval and Offer Letter

• Task Details

• Approval Details

• Approval Review

• CI Details for each CI Type

• Service Request Details

• Service Request Submission

• Service Request Review

• Service Request Message Templates

• Incident Submission

• Incident Review

• Incident Details

• Incident Message Templates

Part 4: Workflows

Several workflows (and related screens) were configured to support Workforce and Talent Management. They include:

1. Employee Management

   • Disciplinary

   • Sickness

   • EPR - Master Request

     • EPR - 360

     • EPR - MBO ( Management By Objectives)

2. Employee Journey

   • Prospective Employee

   • New Starter

   • Employee Off Boarding

3. Training

   • Training Request (General)

   • Group Cyber Security Training Request

Example: Employee Journey - Prospective Employee Workflow

Part 5: Integrations and Automations

Planning for your integrations and automation is likely the most extensive part of work you will have when deciding to implement your strategy. Familiarise yourself with the RestFul API, and then as above, make a plan for the data that will passed to and from ASM.