Onboarding is not a static activity but a process. It encompasses all the administrative procedures required up to the point the selected candidate’s data is in Umoja and he or she is created as an active staff member allowing for proper administration. Therefore, processing onboarding-related requests should follow a clear process, which this guide emphasises throughout.
The best practice for each request type is to follow the direction of the guide:
- Review the policy and practice for the request type
- Review the prerequisite documentation
- Review the procedures for processing the approval of the request type
- Follow each procedure to conclusion
- Carefully review and approve the request in Umoja
You are strongly urged to develop a good practice of following this process and completing each activity and procedure in the order required. Procedural steps will require you to enter data in fields, select from dropdown lists, and turn indicators on or off. These steps should be followed according to the rules defined in this guide, which emphasize the policy and practice framework.
While it is often possible to move a Personnel Action (PA) forward by entering any value in a field, the resulting errors can lead to erroneous information being entered into the system. Rescinding PAs is a complicated process in Umoja and should be avoided whenever possible, as it will lead to significant delays in the processing of vital staff member’s entitlements or even salary. Erroneous information can also lead to incorrect payments to staff members, and complicated recoveries.
If you are uncertain of the rules governing data entry for a PA and this guide cannot provide answers, stop work and seek guidance from an experienced HR Partner.
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