Onward is a finalist for the Atlassian Partner of the Year 2023

Automating Time-Based HR Tasks in Jira Service Management

Every workflow is a sequence of tasks, often dependent on human input or time-based events. In HR workflows, such as employee onboarding or offboarding, these tasks often have specific timeframes and conditions to meet for SLA compliance. In this blog post, we’ll explore how to configure and automate time-based HR tasks using Jira Service Management (JSM).

Understanding the Basics

Consider the process of employee offboarding:

  • Reporting Manager initiates an offboarding request.
  • HR updates HRIS system with the employee’s end date.
  • IT shuts down access for the employee.
  • Facilities/IT arrange for asset collection.
  • Knowledge transfer and documentation activities are completed.

Challenges in Reality

Here are the typical SLAs and expectations that are set when implementing the above steps.

  • Reporting Manager initiates an offboarding request
  • Within 24 hours, HR business partner need to update the HRIS system
  • IT need to shutdown access at 5PM on the termination date
  • Facilities need to send shipping label 3 days before the termination date
  • Confirmation on KT by no later than 12PM on the termination date.

Albeit these conditions are just samples, but you get the point.

Real-world scenarios introduce complexities:

  • SLAs dictate specific timelines for each task.
  • Changes to termination dates or employment status are common.
  • Flexibility is required to accommodate curveballs without extensive customization.
 
New Hire Workflow
New Hire Workflow
Offboarding Workflow
Offboarding Workflow

When rubber hits the road, it’s even more different

I’m not done yet. You have all the tasks created, set the SLAs, automated the notification and reminders. However as I mentioned at the start, these workflows are not linear. Let me explain why.

  • Reporting Manager initiates an offboarding request. But a week later want to move the termination date by 2 weeks.
  • IT needs to shutdown access by 5PM on the termination date. The company approved to extend access by 4 more weeks as the employee will continue in a contractor role.

Now imagine if you are in this position, do you create duplicate tasks? how can we build the system that is flexible enough to manage the changes and curve balls? Most importantly, avoiding customizations so that you don’t incur a lot of technical debt.

Using OnRamp

OnRamp provides a solution for building flexible HR workflows in JSM:

Setting Up Tasks: Tasks are configured within JSM, representing each step of the workflow.

Task View
Task View

Configure Task Conditions: Each task can have specific conditions, including time-based, relative, or matching conditions on other issue fields.

Task Conditions
Task Conditions

Putting it all Together

In this demo, we showcase the integration of Jira Service Management with SAP SuccessFactors, DocuSign, and other systems to automate HR workflows with time based conditions.

By leveraging OnRamp within Jira Service Management, organizations can optimize HR processes, ensuring efficiency and compliance while adapting to changing circumstances seamlessly.