Implementation information required for legacy HR

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Implementation Information Required for Legacy HR

    This document provides essential information needed for implementing the non-scoped version of the HR application for the Washingtondc release. It outlines the steps for gathering necessary data from existing systems or department heads to prepare for input into the Human Resources application.

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    Key Features

    • Data Collection: Compile lists of relevant information including positions within the organization and HR areas of expertise such as benefits and payroll.
    • HR Roles: Identify user roles and permissions by reviewing predefined roles (e.g., HR admin, specialist) and determining any additional roles needed.
    • HR Groups: Establish groups for HR users, often starting with existing email groups, and assign roles hierarchically so that permissions cascade down to all members.
    • HR Skills: Create a list of skills applicable to HR users, including areas of expertise and languages, which can also be assigned in a hierarchical manner.
    • User Information: Gather detailed information for each HR user, including group membership, skills, location, and approval responsibilities for HR cases.
    • Knowledge Base Articles: Outline articles to be included in the knowledge base along with their information sources.

    Key Outcomes

    By following these guidelines, ServiceNow customers will be able to effectively configure their HR application, ensure proper role and group management, and create a comprehensive user and skill database. This preparation will streamline the HR implementation process and enhance user access and functionality within the system.

    After deciding how to configure the HR application, obtain lists of the information to input or import into HR modules, for the non-scoped version of HR.

    Obtain these lists from existing systems or databases, or ask department heads to compile the list of information for their department. Use the information as outlined to develop lists that are ready for input into the Human Resources application.

    1. Gather the following information.
      • List of positions within your organization.
      • HR areas of expertise, for example, benefits, payroll, policies, and so on.
    2. Use the list of HR areas of expertise to compile the following lists.
      HR roles
      Roles identify the parts of the system that each user can access.

      Typically, users are placed in groups and then roles are assigned to groups. Every user in a group receives the permissions assigned to the group. Several roles are predefined for you, such as HR admin, specialist, and generalist roles. Review the predefined roles and identify new roles you need to add.

      HR groups
      The HR group is predefined to contain all HR users. Identify the additional groups you need. You can often start with a list of the email groups defined in your organization. You can assign roles to a group, and every member added to the group is assigned the associated roles.
      Note:
      HR groups can be set up in a hierarchy. A user assigned to a child group gets the roles assigned to the parent and child groups.
      HR skills
      Compile a list of skills that HR users may have. These can be for areas of expertise and other skills, such as foreign languages spoken. You can assign skills to both groups and users. As with roles, skills assigned to groups are assigned to every member of the group.
      Note:
      HR skills can be set up in a hierarchy. A user assigned to a skill receives the skill and all skills that are contained by it.
    3. Obtain a hierarchical list of HR users. For each user, identify the following information. The list will be used as an input document for the HR implementation.
      • User’s HR group membership
      • User’s HR skills
      • If a user will not assigned as a member of a group, a list of HR roles to assign to the user
      • User’s location, if applicable
      • Whether the user should approve HR cases. For example, a region’s HR generalist may need to approve offboarding HR cases.
    4. Outline any articles to include in the knowledge base, and the source of the information for each article.