1. Gather & Validate Role Requirements Manager

The trigger for starting this process is the manager gathering and validating the requirements for the role. At this step you will want to provide the HR or Recruitment team with a basic overview of the position. Keep it simple, with only the most pertinent information being captured.

2. Write a Position Description Manager

Based on the selection of the previous step, a position description may or may not need to be written. If not, the process can move straight onto the next step. If a position description has not been provided, the manager will be required to write one.

This is an essential step to keep all jobs hires consistent and well-documented across the entire business. No position description = no new hire. This ensures that everyone retains responsibility for their parts of the process.

4. Prepare Vacancy Advertisement Human Resources

Now that HR has all the required information, they can write the advertisement and decide on the best channels to advertise through. Most organizations will have a templated job advertisement, so it is a matter of taking the relevant information from the previous steps and applying it to the template.

If you were using an automated workflow here, you could simply have a checklist outlining the requirements, along with an attachment for the advertisement.

5. Approve Advertisement Wording Manager

Before the job advertisement is posted, the manager will want to have a read over the wording to make sure that 1) it describes the position correctly and 2) it will appeal to the people that they are looking to recruit.

This will be a simple approval or rejection step. If the wording is rejected, the manager can make notes and the process would loop back to the previous step. From here HR would review the notes, make the requested changes and re-submit the advertisement for approval.

7. Run the “Hire a New Employee” Workflow Manager

Here we can see how you could link this process together with other processes or workflows to create an end-to-end process for recruiting and onboarding a new employee.

Once the vacancy has been advertised, the next logical step would be to progress to the hiring process. This would then follow on to the onboarding process.

1. Submit Request Initiator

The trigger for starting this process is the employee initiating the request. You will want to capture all the required information about the request at this step, eliminating any back-and-forth later in the process.

2. Check Employee Leave Balance Payroll

Upon submission of the request, the Payroll team will provide the first approval. This is simply to check whether the Initiator has enough leave accrued. This should be a basic Approval or Rejection.

If “leave in advance” was requested, Payroll can approve the request and leave a comment for the Initiator’s Manager to see in the next step.

4. Approval Email Notification

Once the leave has been approved or rejected, an automated email can be sent to the initiator to inform them of the outcome.

5. Update Payroll Records Payroll

The final step of the process sits with the Payroll team. This is just a reminder for them to confirm that the leave has been recorded in their payroll system and that any shared leave calendars have been updated. One of the key benefits of managing this through a workflow platform is that you can ensure this process is not marked as complete until all required steps are done.

1. Expense Claim Initiator

The process begins with a staff member submitting a claim. This step prompts them to enter an itemized list of expenses claimed and the dates the costs incurred. This list is supported by the respective receipts.
Additionally, a reminder of the daily spending limits is included.

2.  Approval by Manager Initiator’s Manager

Once the claim is submitted, the initiator’s manager reviews and either approves or rejects the claim.

1. Project Details Initiator

The first step in any Capital Expenditure request process is to gather the information that will help to determine the costs and relative benefits of the expense. The ‘Request Details’ step of the Capital Expenditure request gives the Initiator the opportunity to provide risks, benefits, alternatives, and any other detail to support their suggested expenditure.

2.  Project Costing Finance

Core to all capital expenditure request processing is the communication of the relative benefits of the expenditure. This step documents its cost and ongoing value. Costs are itemized and the residual value is recorded. It also provides an opportunity for the Finance team to comment on the request.

4. CFO Review CFO

Capital Expenditure requests then flow through the office of the CFO for official approval. This step may then trigger a process within the office to include the expense in financial documentation.

5. CEO Approval CEO

For unbudgeted or high-cost expenditure, it is common to route the request to the CEO for final approval. This step is as much about keeping the CEO informed of capital expenditure as it is about receiving approval.