HR> Personnel Action Forms> PAF Display

Display Personnel Action Forms

 

Summary

 

The PAF Display window is used for viewing and maintaining personnel action forms. When a user is assigned to a step on a personnel action form, the user will use this window to open the PAF and complete the required actions.

 

Related Links

 

Click here for information on PAF Templates.

Click here for information on the PAF Wizard.

Click here for information on PR Employee Maintenance.

Click here for information on HR Employee Maintenance.

 

Step by Step

 

1     Open PAF Selection window (HR> Personnel Action Forms> PAF). 

 

  • The PAF Selection window will display all of the existing personnel action forms in the application. Use the Search Criteria section to filter the displayed PAFs.
  • Click and drag a column heading to the area above the data grid labeled “Drag a column header here to group by that column.” The displayed PAFs will then be grouped by that column heading.
  • Click the Expand button next to a PAF to display the users the PAF steps are assigned to.
    • If one a user currently has his or her user profile set up as out of office, the Out of Office toggle will be checked.
  • Highlight a PAF and click the Void icon to void the selected PAF.
    • When a PAF is voided, all of the steps will be voided as well. The Current Status and Step Status columns will display "Void" and the PAF will no longer be enabled for editing.
  • Highlight a PAF and click the Modify icon to edit, maintain or perform a step action on the selected PAF. This will open the PAF Maintenance window.

 

2     Edit or maintain a PAF. 

 

  • The PAF Maintenance window is used to maintain and process the personnel action form. Only users that are either assigned to the PAF or that created the PAF can maintain or process the PAF. Other users can open the PAF, but only in read-only mode.
  • The Approve and Reject icons can be used to quickly approve or reject the currently active step of the PAF. These icons are accessible from each of the PAF Maintenance tabs.
  • The General tab provides the general PAF information. Only the enabled fields can be edited. The fields that cannot be edited are determined when the personnel action form was created in the PAF Wizard. Click here for information on the PAF Wizard.
  • Make any desired changes to the Description, Narrative, First Name, Last Name and Position fields.

 

3     Update the Employee Info tab. 

 

  • The Employee Info tab displays any changes to the employee record that will result from the approval of the PAF. Any changes made on this tab will override the changes specified on the original PAF.
  • For more information about these employee record fields, see the PR Employee Maintenance window (PR> Maintenance> Employee). Click here for information on PR Employee Maintenance.

 

4     Update the Miscellaneous tab. 

 

  • The Miscellaneous tab displays the PAF specific miscellaneous fields. These fields are initially populated when the PAF template that the current PAF is based on was created. Click here for information on PAF Templates. The displayed field labels are also determined by the PAF template.
  • You can update the values in any of the fields that were not selected in the Disable After Entry field of the PAF Template Maintenance window.
  • If a field was specified as Required on the PAF template, the field must contain valid data in order to save the PAF.
  • If a field was associated with a lookup table on the PAF template, you can click the field label to select a value for the field.

 

5     Process the PAF steps. 

 

  • The Steps tab is used to process the personnel action form steps. Each step can be set up to require a unique action and can be assigned to a unique user. Steps are set up on the PAF Template Maintenance window.
  • The Assigned To Type and related Assigned To Code fields determine who is responsible for processing the PAF step.
    • If the Assigned To Type field is changed, the value in the Assigned To Code field will need to be updated to reflect this change before the step can be saved.
  • The Status field is used to specify the status of the current step.
    • The status will default to Not Started. Once work on the step has begun, the status field can be updated to In Progress and save. The PAF will now display as In Progress on the PAF Selection window.
    • If the status is set to Approved, the current step will be closed, a notification will be sent to the user responsible for the next step, and the next step will be available for processing on the PAF Selection window.
    • If the status is set to Rejected, the entire PAF will be marked as rejected and closed. You cannot reopen a rejected personnel action form.
      • If the Require approval toggle is checked on the PAF template step that was used to create this step, you will be prompted to provide your system password when approving or rejecting a step.
  • The Narrative field is generally used to provide processing instructions for the user that is responsible for completing the action associated with the PAF step.
  • Click the Modify icon to process the PAF step. This will perform the Springbrook actions associated with the step.
    • If New is specified in the Action field, the step will be used to create a new PR Employee. Clicking the Modify icon will launch the PR Employee Maintenance window. Click here for information on PR Employee Maintenance.
    • If Maintain is specified in the Action field, the step will be used to edit the record associated with the specified employee. Clicking the Modify icon will launch either the HR or PR Employee Maintenance window. Click here for information on HR Employee Maintenance.
    • If Process is specified in the Action field, no Springbrook records will be edited and the Modify icon will be disabled. Process action types direct the assigned user to complete an action outside of the application.

 

6     Add a comment to the PAF. 

 

  • The Comments tab of the PAF Maintenance window allows you to insert and store comments about the selected personnel action form.
  • Click the Create icon to add a comment to the form. This will enable the fields in the Comment section below.
    • The User and Date fields will automatically populate with the user name of the user creating the comment and the current date and time.
    • Use the Step field to specify which specific PAF step the comment will apply to.
    • Enter the comment in the Text field. This field can accommodate up to 1024 characters.
  • Click the Save icon to save the updated PAF.
  • Highlight a comment and click the Delete icon to delete the selected comment.

 

7     Track any changes made to the PAF. 

 

  • Click the Audit Trail icon to open the Audit Trail window.
  • The Audit Trail tab is used to track the changes made to the personnel action form.
  • Use the Search Criteria section to sort the displayed audit history.
  • The Audit Trail section will provide details about any changes made to the employee record including the date of the change, type of change made, user that made the change, and data table that was edited.