Managing communication rounds
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Communication rounds are available under Workbench> Pay Transparency > Communication Rounds. Access to Workbench depends on your role within the platform. This feature is available for users with Compensation Admin professional role.
There are three statuses for communication round:
Draft: A communication round in this status has not yet been published. In this state, a user with Comp Admin professional role can fully edit the communication round (in Workbench > Pay Transparency > Communication Rounds), change any configuration input, and publish it to make it "Open". Neither user with HRBP nor Communication Manager professional role can see the communication round as it's not visible in their Team Inbox.
Open: After being published, a communication round enters the "Open" status. This stage is primarily for users with HRBP professional role to check and review communication manager mappings with workers and the documents attached to them. A Compensation Admin can still edit the communication round (in Workbench > Pay Transparency > Communication Rounds), change any configuration input, and modify the communication round's status to "Draft" or "In progress. User with HRBP role have read-only access to the communication round and can read documents. The communication round remains not visible to Communication Managers in their Team Inbox.
In progress: In this status, the communication round becomes available to Communication Managers in addition to HRBPs. This status involves a 3-step workflow, which defaults to step 1. HRBPs can now move records/documents to the next workflow step. Compensation Admin retains full editing capabilities (in Workbench > Pay Transparency > Communication Rounds), can change configuration inputs, and can alter the communication round's status to "Draft" or "Open". HRBPs have access to the communication round and can read documents; all documents are visible at workflow step 1 (HRBP Review), and HRBPs can change the workflow step of the documents. For Communication Managers communication is visible in their Team Inbox, and the list of visible records will depend on the individual workflow step and status.
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To manage an existing communication round, you must be an owner of this round. Otherwise, you will be able to see the round in the list, but you won't be able to manage it. If you need to edit a round but you are not an owner, contact the owner of the communication round.
Editing a communication round
The system enables users with Compensation Admin professional role to make changes to the communication rounds.
To edit a communication round, proceed as follows:
Locate in the list of communication rounds, the round that you want to edit.
Click the icon located in the far right of the row corresponding to the round in the list. The round is opened at step 1 of the form Round details.
Change the basic parameters of the round, such as its name, code, description, start date, end date, and owners.
Click Next. You are directed to step 2 of the form Workflow.
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Check the Enable workflow steps box to enable the communication round workflow. When the workflow is not enabled, the communication round then behaves as follows:
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The HRBP Review and the Hierarchy Validation workflow steps are both automatically disabled.
Newly imported documents within the communication round are automatically released to the workers' Documents page in their Passport.
The Workflow step column is not visible in Planner > Documents.
The Workflow step filter is not visible Planner > Documents.
The Change workflow step button is not available Planner > Documents.
If you enable the workflow, the HRBP review,Hierarchy validation and Document review steps are automatically added to your communication round. You have the possibility to disable the HRBP Review and/or Hierarchy Validation steps. In this case, the communication round behaves as follows:
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If both workflow steps are disabled (i.e., you keep only the Document review step):
Newly imported documents within the communication round are placed at the Document Review step and their release status is set to Not released.
In case of document override (re-import of documents, for instance because of errors in the documents), then the new documents are placed at the Document Review step and their release status is set to Not released.
If the previous version of the documents was released to workers documents, the override will remove the document from their Documents page.
The Workflow step filter is visible in Planner > Documents, and has only two options to select: Document review and None.
The Change workflow step button is not available in Planner > Documents.
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If one of workflow steps (HRBP Review or Hierarchy Validation) is enabled:
New imported documents within the communication round are at placed at the first enabled workflow step and their release status is set to Not released.
In case of a document override, then the new document are placed at the first enabled workflow step and their release status is set to Not released.
If the previous version of the documents was released to workers documents, the override will remove the document from their Documents page.
In the Workflow step filter in Planner > Documents, it is only has only possible to select the previously enabled workflow step or None.
The Change workflow step button is available in Planner > Documents but only allows to change the workflow to one of the enabled steps.
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Click Publish in the communication round configuration wizard to publish the round.
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For the full description of all the steps of the communication round form, refer to Creating a communication round.