Defining groups, corrective action steps, and grievance steps

Several components must be defined, including groups, corrective action steps, and grievance steps. Employee Relations groups are similar to policy groups. An organization can have several different policies for corrective action and grievance procedures depending on functional area, location, union, or other factors. A group definition is used to define the calendar for grievances. The group definition determines whether calendar days or work days are used to determine the time frame for responses.

After defining the group, the corrective action and grievance steps that are used by the group must be defined.

Note: An Administrator or a Generalist can define a group.
  1. Select Employee Relations > Set Up > Groups.
  2. Click New.
  3. In the Group field, specify a group name.
  4. Optionally, in the Description field, provide a description.
  5. On the Details tab, specify this information:
    Calendar
    Select the calendar that is used by the group.
    Response Period
    Select Calendar Days or Work Days to measure response time for this group.
    Enable Employee Acknowledgment
    Select this check box to enable employees to electronically acknowledge an item such as a corrective action for this group.
  6. Click Save.
  7. On the Corrective Action Steps tab, define the steps that are used during the corrective action process. Each step represents a level of corrective action severity. For each step, click New and specify this information:
    Step
    Provide a name for the corrective action step.
    Description
    Provide a description for the corrective action step.
    Active
    This check box is selected by default.
    Confirmation Message
    Provide the message to use when a corrective action record is created. When a corrective action record is saved, a message is displayed if a message has been defined. If no message has been defined, then there is no confirmation message.
    Corrective Action Document
    Select a default document template for the step. This document is used when the Create Document action is taken on a corrective action for an employee.
    End After
    Specify the amount of time this step is active on an employee’s record. When a corrective action is created, an end date is calculated. The issue date of the corrective action is added to the End After value to determine the end date. For example, you can end a step one year from the date it is issued. If the corrective action is acknowledged, the End After value is still valid.
    Levels
    Specify the number of management levels, beyond the issuing manager, that is required to review the corrective action. Levels is a variable that is used in the Review process in Infor Process Server.
    HR Review
    Select this check box to route the corrective action record to human resources for review. HR Review is a variable that is used in the Review process in Infor Process Server.
    Policy
    Provide the text that is displayed to a manager when they select this step for a corrective action. A confirmation is provided when the corrective action record is sent for review.
    Enable Employee Acknowledgment
    Select Use Group Rule, Enabled, or Disabled. Use Group Rule is the default for all steps. To enable or disable the acknowledgment for a specific step, select Enabled or Disabled. For example, you can enable electronic signatures for a written warning step but not a verbal warning step.
    Electronic Signature Type
    Select None, Check Box, or Signature. When you select Check Box, the employee is prompted to select a check box for the acknowledgment of the corrective action. When you select Signature, the employee is prompted to submit an electronic signature for the acknowledgment of the corrective action.
    Electronic Signature Message
    Provide a custom message for the employee while viewing and acknowledging a corrective action. For example, By signing below, you acknowledge that you have received this corrective action.
    Comment
    Optionally, provide a comment field for the employee to specify a comment about the corrective action.
    Email Automation
    You can configure this step to automatically send an email when an employee's corrective action record is created or issued for this step. The employee can acknowledge the corrective action using a link in the email.

    Select Automatic Email for Create or Issued as the email rule. Select or create a corrective actions email template. Verify that the Acknowledge Link system-defined variable is included in the body of the template.

    For more information on setting up email templates, see Defining email templates.

  8. On the Grievance Steps tab, define the steps that are used during the grievance process. The grievance process can contain multiple steps, and they are defined here in sequential order. Not in order of severity. For each step, click New and specify this information:
    Step
    Provide a name for the grievance step.
    Description
    Provide a description for the step.
    Confirmation Message
    Provide the message that is used for this grievance step. When a new grievance is saved, a message is displayed. If no message is defined, then there is no confirmation message.
    Response Due Days
    Specify the number of days in which a response is required when this grievance step is used. This number of days is added to the date on which the step was initiated to determine the date by which a response is due. This calculation takes into account whether calendar days or work days are counted, as defined on the Employee Relations group.
    Yellow Alert Days/Red Alert Days
    These fields define alerts for the Generalist and determine when reminders are sent. If a grievance step has not been responded to, the number of days between the Response Due date and the current date are calculated. If this is less than the Yellow Alert Days or Red Alert Days, an alert is displayed.
    Email Automation
    You can define this step to automatically send an email. Select Automatic Email as the email rule and select an email template.