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!