To streamline HR processes, organizations should implement self-service initiatives that allow managers and employees to take direct action when needed. This ensures a smooth and timely handling of HR-related tasks.
Employees should be able to update their personal information, such as requesting leave or modifying personal details. Meanwhile, managers should oversee changes related to employment, compensation, and organizational data, such as creating new positions or handling promotions.
To maintain security and control, Role-Based Permissions should be used to define who can access and modify specific data. This ensures that employees and managers can only make changes relevant to their roles.
The HR Operations team plays a key role in reviewing and approving these changes. While employees and managers are responsible for keeping their data accurate, HR Operations serves as a backup in case they cannot make necessary updates. This approach promotes efficiency while maintaining oversight and support.
You previously learned about role-based permissions for administrators. In this lesson, you will learn how Employee Central uses RBP to manage Employee Self-Service and Manager Self-Service.
In the figure, RBP for Employee Self-Service, you can see an example of how this feature works. Employee Self-Service allows employees to initiate and complete transactions without HR tickets. For example, an employee can change their home phone number. RBP typically has three parts. In the figure, the granted population is all employees, the role is the permission to view and edit the phone number, and the target population is themselves.
Typical employee self-service options include:
- Update marital status or name change
- Update of home address information
- Update of dependents information
- Updated of emergency contact information
Permissions control the level of access a user has over Employee Central blocks. In the figure, Employee Self-Service, Carla Grant can view the Personal Information section of the profile and has edit access to her Address and Personal Information blocks.
Note
Even if an employee has permission to change some of the information, approval could be configured as guardrails.
Access to Inactive Employment
Active employees can access their inactive employment records through self-service. For example, rehired employees can view data from their past inactive employments in the system. Another example is when employees return from a global assignment and can access data from their previous host assignment.
RBP administrators can use the User Status field in the Grant Access to step. This new field allows you to specify whether the role applies to active or inactive employees. To enable employees to access data from their inactive employments, choose Inactive from the User Status dropdown.
The User Status field is exclusively for the Employee access user type. Employees need at least one active employment to access data from their inactive employments in the system. They must also be able to log in to the system.
It is recommended to create new permission roles for inactive users. And ensure that the permissions you grant to employees are appropriate. For instance, you might allow them to view but not edit the people profile of their inactive employments.
To ensure employees in selected groups can access their inactive employment records, they must be part of the relevant permission groups. Otherwise, the Inactive Users option won't work.
