tips and tricks iams workflow system reference guide ...web.mta.info/iams/pdfs/tips and tricks -...
Post on 06-Oct-2020
16 Views
Preview:
TRANSCRIPT
Tips and Tricks – IAMS Workflow System Reference Guide
Featured Process: Details on how a Manager can delegate another individual to fulfill completion of a
Employee Onboarding Request Form.
There are TWO ways to accomplish this
1. Manager can manually forward a specific onboarding request to another individual to complete,
on the original Manager’s behalf.
OR
2. Manager can update their Preferences so that all new employee onboarding notifications are
sent to a different hiring Manager to complete, on the original Manager’s behalf.
Note that in both of these situations, the Manager who was initially set up in the system as the new-
hire’s Manager, will not change. The only thing changing is who will get the onboarding request
notification and who will be responsible for completing on the MTA Employee Onboarding Request
Form for the new-hire.
Scenario I – Forwarding an individual Onboarding Request work item, to another individual to complete
on the Manager’s behalf.
Step 1. When the BSC creates the record for the new employee in PeopleSoft, the new hire’s Manager
will receive an email notification, alerting them that they need to complete the MTA Employee
Onboarding Form.
Step 2. The Manager that receives the onboarding notification should either follow the link in the
notification email or manually log into IAMS (http://myaccess.nymta.info) – click on application on
Launchpad to get into IAMS Workflow System.
Step 3. On the Dashboard, under the “Latest Forms” section, the Manager will see the request for the
new-hire that needs to be onboarded (see below)
Step 4. Click on “All” under Latest Forms.
Step 5. Right click on the Work Item for this Onboarding Request.
Step 6. Select “Forward”
Step 7. Now the Manager can select the individual that they want to complete the Onboarding Request
Form, on their behalf.
Step 8. Simply type in the colleague’s name or BSC ID to find the colleague that the Manager wants to
complete the Onboarding Request Form.
Step 9. While it is not required, it’s best practice for the Manager to leave a comment for the individual
that they are asking to complete this form, on their behalf. Then click “Forward”.
Step 10. Now the onboarding request is gone from the Manager’s list of Work Items, and the email
notification requesting that this form be completed will be sent to the individual that the Manager
selected.
Step 11. The individual that the Manager selected to complete the Onboarding Request Form, will
receive an email notification, alerting them to this request, and asking them to take action and complete
the request.
Step 12. The link in the email will take them directly into IAMS Workflow System, where they will fill out
the MTA Employee Onboarding Request Form, and request the IT resources that the new-hire will need.
• After filling out the form and clicking Submit, both the individual that completed the Onboarding
Request Form, AND the original Manager, will get a confirmation email, notifying them that this
request is now Complete!
PROCESS COMPLETE!
_____________________________________________________________________________________
Scenario II. How to Update Preferences in IAMS Workflow System So That All Onboarding Requests Go
to A Different Individual to Complete
Step 1. Log into IAMS Workflow System, and click on the drop down arrow under your name, then click
on Preferences.
Step 2. You’re now on the Edit Preferences page, where you have the opportunity to select a Forwarding
User, that you want all Onboarding Notifications to go to. Type the user’s name or BSC ID in the space
provided and select their name.
Step 3. Important to note that you’ll need to select a Start and End Forwarding Date. Once those dates
have been entered, click Save.
• The Manager has now updated their Preferences so that all Onboarding Requests that normally
would come to them, will instead be forwarded to the userl that the Manager selects, during the
time period provided!
• Process Complete!
top related