Joining and Retiring Loan Item Management Process

Joining and Retiring Loan Item Management Process 20211023

This workflow provides instructions for providing and collecting employee ID cards and other items when fixed-term employees enter and leave the company. Instructions are automatically given to each department to collect the items 7 days prior to the employment expiration date. Each department records only the results of the work. The General Affairs Department can check the progress of the collection of loaned items without worrying about forgetting to give instructions.

Worker (#of Swimlane: 4)

General Affairs
- General Affairs Human Resources Department Person in charge of joining/retirement procedures
Loan Item Management
- Person in charge of the team that manages loaned items in the General Affairs Department
Outsourcer
- Person in charge of the outsourcing work team
System Manager
- Person in charge of the IT department

Business Flow (Complexity of Workflow: 26)

11. Registration for joining the company
- The person in charge of the general affairs department registers the information of new employees and gives work instructions to each person in charge.
22-1. Joining: General affairs: Preparatory work
- General affairs department personnel record work results.
42-2. Joining: Outsourced system update work
- Outsourced personnel record work results.
52-3. Joining: System account preparation work
- System personnel record the results of their work.
83. Create loan item inventory
- The counter staff will create a loan item inventory (PDF).
154. Contract renewal decision
- The person in charge will decide whether to renew the contract or retire.
195-1. Renewal/Retirement: General Affairs: Preparatory work
- General affairs department personnel record work results.
205-2. Renewal/Retirement: Outsourced system update work
- Outsourced personnel record work results.
215-3. Renewal/Retirement: External system update work
- System personnel record the results of their work.
256. Retirement work confirmation
- The person in charge will confirm the retirement work results.
9Generate rental item list
- The workflow platform generates a PDF (loan item inventory).
12Resignation procedure date set
- The workflow infrastructure sets the decision date (7 days prior to the contract end date).
13Set Subject: Joiner
- Workflow infrastructure sets the subject.
17Set Subject: Retirement
- The workflow infrastructure will update the subject line (prefixed with [Retire]).
16Set Subject: Update
- The workflow infrastructure updates the subject (prefixed with [Update]).

Workflow Diagram (click to open)

BPMN Icons
- Start Event
- End Event
- Join Gateway
- XOR Gateway
- Throwing Message Intermediate Event (email)
- Human Task
- Update Data
- Generate PDF File

Business Process Variables (#of Data Item: 51)

◆ Employee Attributes 0
Joining Dateq_join_date1*
- Stores the employee’s joining date.
Employee ID Numberq_id_number2*
- Stores the employee’s ID number.
Affiliated Teamq_division3*
- Department A
Name q_name 4 *
Genderq_gender5*
- Stores the employee’s gender.
Employment Statusq_employment_status6*
- Stores the employee’s employment status.
Agency Nameq_agency7*
- Stores the name of the temporary staffing company to which the employee belongs.
Hourly Wageq_hourly_wage8*
- Stores the employee’s hourly wage.
Transportation Expensesq_transportation_expenses9*
- Stores whether transportation expenses are included in the employee’s salary.
Contract Period (start)q_contract_start_date10*
- Stores the employee’s contract start date.
Contract period (end)q_contract_start_end11*
- Stores the employee’s contract end date.
◆ Spacer 1/2 45
Working Daysq_business_day12*
- Stores the employee’s working days.
Working Hoursq_working_hours15*
- Stores the employee’s working hours.
- 00:00~00:00　Working hours 0.00h
Security Card Numberq_security_card_number14*
- Stores the employee’s security number.
Email Addressq_email49*
- Stores the email address of new employees.
◆ Work 16
Type of Workq_work_kind17*
- Stores the work type.
- enroll
Work Teamsq_working_teams18*
- Stores the teams that need the selected work.
Loaned Item Inventory File q_rental_goods_file 47
Rental Item List (PDF)q_rental_goods13
- Stores the inventory listed in the loaned item inventory (PDF).
- ・Security card: XXXXXXXXXXX
  ・Safety confirmation system: XXXXXXXXXXX
  ・Windows ID：XXXXXXXXXXX / XXXXXX
  ・Office365 Account: XXXXXXXXXXX / XXXXXXX
  ・CTI Account: XXXXXXXXXXX
Renewal/Retirement Decision Date q_update_or_retirement_date 46
◆ When Joining: General Affairs Staff Work Information 19
When Joining: General Affairs Staff Work Detailsq_joined_general_working_detail20
- Stores the work check results of the general affairs staff at the time of joining the company.
Upon Joining: General Affairs Staff Work Memoq_joined_general_working_memo21
- Stores the work result memo of the general affairs person at the time of joining the company.
Upon Joining: General Affairs Staff Check Backq_joined_general_working_checkback22
- Upon joining: Stores checkbacks of general affairs staff work results.
◆ Upon Joining: Outsourced Work Information 23
Upon Joining: Outsourced Work Detailsq_joined_outsourcer_working_detail24
- Stores the work check results of outsourcing personnel when they join the company.
Upon Joining: Outsourced Work Memoq_joined_outsourcer_working_memo25
- Stores the work result notes of the outsourcing personnel when they join the company.
Upon Joining: Outsourced Work Check Backq_joined_outsourcer_working_checkback26
- On joining: Stores checkbacks of outsourced personnel work results.
◆ Upon Joining: System Staff Work Information 27
Upon Joining: System Staff Work Detailsq_joined_sysadmin_working_detail28
- Stores the work check results of the system staff when they join the company.
Upon Joining: System Staff Work Memoq_joined_sysadmin_working_memo29
- Stores the system staff’s work result notes when they join the company.
Upon Joining: Internal System Account Informationq_joined_system_accoiunt_info30
- When you join the company, information about the person in charge of the system and system account settings will be stored.
Upon Joining: System Staff Work Check Backq_joined_sysadmin_working_checkback31
- Stores the checkback of the system staff work results.
◆ Upon Leaving: General Affairs Staff Work Information 32
Renewal/Retirement: General Affairs Staff Work Detailsq_retired_update_general_working_detail33
- Stores the work check results of general affairs personnel at the time of renewal/retirement.
Renewal/Retirement: General Affairs Staff Work Memoq_retired_update_general_working_memo34
- Stores the general affairs staff’s work result memo at the time of renewal/retirement.
Renewal/Retirement: General Affairs Staff Work Check Backq_retired_update_general_working_checkback35
- On Renewal/Retirement: Stores the checkback of outsourced personnel work results.
◆ Renewal/Retirement: Outsourced Work Information 36
Renewal/Retirement: Outsourced Work Details q_retired_update_outsourcer_working_detail 37
Renewal/Retirement: Outsourced Work Memoq_retired_update_outsourcer_working_memo38
- Stores the system staff’s work result memo at the time of renewal/retirement.
Renewal/Retirement: Outsourced Work Check Back q_retired_update_outsourcer_working_checkback 39
◆ Renewal/Retirement: System Staff Work Information 40
Renewal/Retirement: System Staff Work Detailsq_retired_update_sysadmin_working_detail41
- Stores the system staff’s work check results at the time of renewal/retirement.
Renewal/Retirement: System Staff Work Memo q_retired_update_sysadmin_working_memo 42
Renewal/Retirement: Internal System Account Informationq_retired_update_system_accoiunt_info43
- At the time of renewal/retirement, stores system personnel information, and system account setting information.
Renewal/Retirement: System Staff Work Check Backq_retired_update_sysadmin_working_checkback44
- Renewal/Retirement: Stores checkbacks of system staff work results.
Lending Item Record File Nameq_rental_goods_file_name48
- The loan item list file name is set.
Publication Date and Timeq_publish_datetime50
- Stores the issue date of the loan item inventory file.

Field Name, num, Initial Value

Download

Joining_and_Retiring_Loan_Item_Management_Process.qar (Latest)
join-and-retirement-process-20211023-en.qar
- join-and-retirement-process-20211023-en.xml.csv (for Importing Data Item Definitions)

This archive contains the BPMN icons that are not available in the Basic edition.

Notes

You need to associate the Swimlane settings according to your organizational structure upon import

Arrangement Tips

Change the PDF generation template file using software that can edit PDF forms (Adobe Acrobat DC, etc.).

Reference: Template file for PDF generation
Reference: Microsoft Word file for outputting template file for PDF generation