The workflow/process map helps to define, execute and automate the process. It connects different sets of actions together performed in a sequential manner to automate the flow of tasks and activities and reduce the time the process it took to complete as well as ensure compliance and reduce any potential errors caused during human interactions. In addition to the aforesaid workflow makes the process more efficient, brings visibility, is easy to monitor over time and optimize productivity (it allows the Unit Heads and HR Team to focus on more important issues instead of follow-up with the employee's or the appraiser to complete their feedback or any other activity related to the process).
Synergita enables to model the workflow/process flow and visualize it as a schematic diagram or map. The simple drag & drop menu makes creating workflow easy with no need to write codes. With over 44 workflow activities/task/menu items the possible combinations for sequence of actions that Synergita offers is endless making it easy to design and implement the workflow that best suits your need. In order to accommodate events with conditions workflow may also comprise of router to branch or loop to trigger the next sequence of action.
There are 5 tools and over 44 activities which helps to build & personalize workflow/process maps easily without any need to write codes to suit your need. This enables HR Team members to:
- Confirm the scope of the process and to determine the steps or various activities involved and its flow to carry out the process.
- Pay attention to not just start and end of the event but also all the activities encompassed in the process flow.
Initiate the feedback process.
Automate the process.
Monitor & View pending activity, completed and overdue in real time - track and trace.
View pending activity, completed and overdue in dashboards and drill down data.
Employees and Managers involved in the process to;
Receive tasks and queue them for action.
Complete feedback form and route them automatically for next action in the sequence.
Tools: The tools helps to sequence & progress activities from one stage to the next. There are 5 tools which are Start, Manual, Auto, Router & End.
Start: Each step in the workflow has a specific step before and after it with the exception of the first step. This is initiated by an outside event. HR is to initiate the start of the process flow by initiating the Feedback Cycle. For details kindly refer "How to setup a feedback cycle?"
Manual: This tool enables to enables to define the task as per the chosen activity and have a label to easily identify the task, edit step details and send messages to alert the recipient w.r.t the task/activity. In addition to this it also captures its ordinal in the sequence map and set conditions to initiate the next activity in the sequence based on the outcome at the completion.
Complete details to provide a label to the task or identify the activity discretely from the remaining.
Complete details to trigger automatic emails on completion of the activity.
Context Menu - is the text which appears in My Action Items,
Status: Displays the status of the activity in My Action Item w.r.t the employee current status on completion of the process,
Confirmation Message: displays the notification or alert when submitting the form on completion of the activity.
Success Message is displayed on successful submission of the filled up form.
Manage Privilege: Enables the HR Admin to assign actor for each activity.
Conditions: Helps to define and make decision based on the outcome on completion of the activity.
This list down different completion outcomes of the task and helps to select the condition that best fits the requirement.
Auto: Auto step enables to sequence the activity flow from one to the next automatically without any manual intervention. This can used for certain predefined activities to complete the process and its not necessary to alert the users by notification emails.
Note: Both Manual & Auto are used to indicate a step. The difference between Manual & Auto step is that in Manual we will be customize by including messages to alert the user.
Router: A router is used where a decision making is involved based on the outcome of a step and enables to progress to the next step by branching to either progress to the next step in the ordinal or loop the activity to achieve the desired outcome. Examples of where a Router is used are Approved or Not Approved, Yes or No etc., The condition for direction of process flow is to be described in the activity/Task Definition Condition.
Note: Difference between Manual & Auto Step & Router: Manual & Auto Step are discrete steps in the process. A Router on the other hand is used where a decision making is involved based on a condition and allows to loop the process for repetitive action until the desired outcome is achieved to progress to next stage.
Linking Tool or Connector: This Enables to connect two steps Auto or Manual to sequence them as an activity in the process flow. This enables to establish WHO does WHAT & WHEN. WHICH possible path to be taken for a particular outcome.so it becomes an input for the next activity and triggers that activity.
It is very easy to use - Simply drag to and connect it with the linking tool in any other activity. Successful connection is indicated by an arrow symbol - The direction of arrow also indicates the direction of flow from one step to the next or decision to another.
Activities: Enables to involve the people who do the work, communicate what they are expected to do and helps to capture the information.
Note: While selecting activities to define the workflow activities care needs to be exercised in selection as there are also few activities also listed which are auto in the section which does not allow for customization of notification message.
PS: Synergita implementation for your Organization may vary from how the features are described here. The screen shots given here may also be different from what you see in your system. Please talk to the concerned person in the Organization for any specific queries.