Process Flow Chart

Checklists are accessed via the bell icon in the top-right corner of the screen.

Step 1 HR Group

Click on the Bell Icon – This page shows you My to do items , My notifications, My Checklists

Step 2 HR Group

In this screen, the user can access the Onboarding checklist by selecting my checklist, then clicking “Open Checklist”

The checklist will open on the left of the screen with all task categories listed. These categories can be opened to view tasks that must be completed. Task categories include:

Tasks are to be completed by the relevant user by left clicking on them. This will open the task on the main area of the screen. Complete the relevant information, then submit the information once complete. The system will advise if tasks are correctly completed. This will be visible within the checklist.

The checklist can be minimized by clicking the |<- symbol. The checklist overlay can be closed by clicking “Exit Checklist” at the bottom of the screen.

Screenshots of all tasks follow:

Employee Tasks:

Welcome (Read the information, then click Mark as Complete)

Employee To-Dos:

Headshot upload

Personal Information Update

Banking Details Update (click [+ Add] to advise new information

Tax File Number Declaration (fill in the form within the system, then click Submit Form)

Superannuation form (fill in the form within the system, then click Submit Form)

Fair Work Information Statement (click the link to view externally)

Education Verification Consent Form (fill in fields within the system, then click Submit)

Right to Work Documents (click Upload Document to add relevant Right to Work Documents to the system, then click Submit once complete)

Confidentiality Agreement (read then mark as complete)

Child Protection Declaration (complete form within the system, then submit after signing the form)

Induction

Collect Staff Card from Reception (complete once received)

Workplace Health & Safety Training

Policies & Procedures (download a copy of NIDA’s policies & procedures from the Documents list by selecting the download button

Intranet

Library Information Guide (Mark as complete once read and actioned)

EAP Awareness (Mark as complete once read)

IT Security Awareness Training (view the external link, complete the training, then mark as complete)

Manager tasks:

Manager IT Checklist Form (upon selecting the task, a pop-up will immediately appear. Enter the name of the employee for which you are completing the onboarding checklist. This is shown before opening the checklist items.)

Fill in fields on the form as required, then click submit to send the workflow to IT for processing.

IT Tasks

Review Submitted Manager Checklist Form (click View Open to see a list of open form items. This form will advise the required IT/ facilities permissions for the new employee’s account/ card. Click Mark as Complete once complete.)

Payroll Tasks:

Finalize TFN Declaration (view the TFN Declaration form for the checklist employee – you will need to locate this form from a list. We could improve this view by displaying newest TFN Declaration forms first i.e. sort by Created Date. Review the information in the form and ensure that this is correct in the payroll system. Complete missing information on the form by typing into the boxes, click Save on the Form, then click Mark as Complete on the Checklist Item.

Finalize Superannuation Form (view the Form for the checklist employee – you will need to locate this form from a list. We could improve this view by displaying newest Forms first i.e. sort by Created Date. Review the information in the form and ensure that this is correct in the payroll system. Complete missing information on the form by typing into the boxes, click Save on the Form, then click Mark as Complete on the Checklist Item.

• Update STP Tax Category (upon selecting the task, a pop-up will immediately appear. Enter the name of the employee for which you are completing the onboarding checklist. This is shown before opening the checklist items.)

• Payroll profile cannot complete this task as they do not have access to edit this custom field for employees. This screenshot must be retaken once this access is updated

Facilities Tasks:

• Prepare Staff ID Card (view the checklist employee’s uploaded document – you will need to locate this from a list. We could improve this view by filtering Facility’s access to “Headshot only” and by displaying newest Forms first i.e. sort by Created Date, and by removing columns that aren’t required to simplify the display.

• Click Download File on the appropriate document. Use this to create the employee’s staff card, then mark task as complete.

Review Submitted Manager Checklist Form (click View Open to see a list of open form items. This form will advise the required IT/ facilities permissions for the new employee’s account/ card. Action the appropriate items from this form, then click Mark as Complete once complete.)

This task is currently not working correctly despite being tested during UAT – Facilities are unable to view any submitted forms. To be reviewed