Managed Lists

You can use the Managed Lists module to view and manage administrative areas like departments, locations, positions, and details about HR services.

To access managed lists, go to HR Administration > Managed Lists.

Departments

Departments are assigned in an employee user profile, and are synchronized to the HR profile.

Before you begin

Role required: sn_hr_core.admin

About this task

HR Admin can view, edit, or create departments.

Procedure

  1. Navigate to HR Administration > Managed Lists > Departments.
  2. Click a department name to view or edit details for that department.
  3. Click New to create a department.
  4. Use the ID field to enter a company-specific department number.
  5. Click Save to stay on the Departments form. The Expense Allocations and Users tabs appear.
  6. Click Expense Allocations to view all expense allocations associated with the department.
  7. Click New to create a new expense allocation associated with the department.
  8. Click Users to view all users associated with the department.
  9. Click New to create a new user associated with the department.
  10. Click Save to stay on the Departments form or Update to return to the Departments list.

Locations

Location records store the address and contact details for each site in your organization, and are assigned in the employee HR profile and user records. The location of an HR agent can be used for automatic assignment of HR cases.

Before you begin

Role required: sn_hr_core.admin

About this task

The HR Administrator can view, edit, or create locations.

Procedure

  1. Navigate to HR Administration > Managed Lists > Locations.
  2. Click a location name to view or edit details for that location.
  3. Click New to create a location.
  4. Click Save to stay on the Locations form. The Locations section displays at the bottom of the form. Use to create a parent/child relationship between locations.
  5. Click New to create a child location.
  6. Click Save to stay on the Locations form or Submit to return to the Locations list.

Define an organization position

As part of the Human Resources setup process, you define positions to describe employee job functions within the organization. Positions are associated with employees in the HR profile.

Before you begin

Role required: sn_hr_core.admin, sn_hr_core.position_writer, hr_basic, hr_dispatcher, or hr_manager

About this task

Create position records for your organization. Other organization information, such as location and department information, is already set up in the ServiceNow system and used in User [sys_user] records.

Procedure

  1. Navigate to HR Administration > Managed Lists > Positions.
  2. Click New to create a position, or click an entry to open an existing position.
    If you view an existing position, the HR Profiles related list displays HR profiles of users assigned to the position at the bottom.
  3. Enter the Position title and select the Department.
  4. Check Active.
  5. Click Save to stay on the Positions form or Submit to return to the Positions list.

Define a relationship

As part of the Human Resources setup process, you define relationships to describe how contacts and beneficiaries are related to employees.

Before you begin

Role required: sn_hr_core.admin, sn_hr_core.secure_info_writer, sn_hr_core.basic, or sn_hr_core.manager

About this task

Create relationship records for your organization.

Procedure

  1. Enter the relationship identifier or name. For example, Aunt.
  2. Enter a value for the relationship. Used to further define the relationship.
  3. Check Dependent when the relationship is a dependent on the employee for benefits or support.
  4. Click Submit.

Create or modify a benefit type

Benefit types are benefits offered by your company in addition to salary.

Before you begin

Role required: sn_hr_core.basic, or sn_hr_core.manager

You can add or modify a benefit type using the Managed Lists module.

Procedure

  1. Navigate to HR Administration > Managed Lists > Benefit Types.
    The HR Benefit Types list opens.
  2. Click New to create a benefit type or on an existing benefit type to edit.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 1. HR Benefit Type form
    Field Description
    Name Benefit type.
    Value Issue value name, such as benefit_401k, or basic_life.
    Type Click and select the benefit type. Benefit types are:
    • HR Disability Benefit
    • HR Health Benefit
    • HR Insurance Benefit
    • HR Retirement Benefit
    Active Check to make this benefit type active and available to use.
    Requires beneficiaries Check to indicate that this benefit type requires beneficiaries to be entered when selected.
  4. Click Save. The HR Benefit Plans section appears.
  5. Click New to create a benefit plan associated with the benefit type.
  6. To modify benefit type data, find the existing benefit type in the HR Benefit Types list.
    You can use the list search menu by typing the benefit type and pressing Enter.
  7. Click the benefit type to open the form.
    The HR Benefit Type form opens displaying the benefit type and other populated fields.
  8. Modify the form.
  9. Click Update.

Create or modify a benefit plan

You can add or modify a benefit plan and provider using the Benefit Plan for under Managed Lists. The plan name is a combination of the provider and plan type.

Before you begin

Role required: sn_hr_core.basic, or sn_hr_core.manager

Procedure

  1. Navigate to HR Administration > Managed Lists > Benefit Plans.
    The HR Benefit Plans list opens.
  2. Click New to create a benefit plan or on an existing plan to edit.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 2. HR Benefit Plan form
    Field Description
    Plan name The name of the benefit plan.

    This field is a combination the Provider name and Plan type.

    After you enter a Provider and Plan type, this field fills in.

    Provider Click and select the name of the benefit provider. For new providers, click the Reference field icon to enter details about the provider.

    This field combines with Plan type to create the Plan name.

    Benefit type The type of insurance or financial services provided.
    Plan type The name of the specific insurance or financial services plan offered by the provider.

    The Plan type combined with the Provider name make up the Plan name.

    Active Check to make this benefit plan active and available to use.
    Plan administrator Click and select the company representative responsible for this benefit plan. The plan administrator is the person that communicates directly with the provider, understand the details of the benefit plan, and can be a point-of-contact for questions or
    Plan URL Click and enter the website or link to the benefit plan.
  4. Click Save to stay on the HR Benefit Plan form or Update to return to the HR Benefit Plans list.

Create or modify a disciplinary issue type

Disciplinary issue types are misconduct that can trigger a disciplinary action.

Before you begin

Role required: sn_hr_core.basic, or sn_hr_core.manager

About this task

Disciplinary issue types can be viewed at HR Administration > Managed Lists > Disciplinary Issue Types.

Default types of disciplinary issues include:
  • Absenteeism
  • Abusive Language or Behavior
  • Improper Dress
  • Misconduct
  • Insubordination
  • Tardiness
  • Improper Use of Equipment
  • Unsatisfactory Work Performance
  • Failure to Follow Corporate Policy
  • Other

Procedure

  1. Navigate to HR Administration > Managed Lists > Disciplinary Issues Types.
    The HR Disciplinary Issue Types list opens.
  2. Click New to open a disciplinary issue type record.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Field Description
    Issue The disciplinary issue.
    Order Number set to indicate the order in which the issue appears in the HR Disciplinary Issue Types list.
    Value Issue value name, such as absenteeism, or improper_dress.
  4. Click Save to stay on the HR Disciplinary Issue Type form or Submit to return to the HR Disciplinary Issue Types list.
  5. To modify disciplinary issue type data, find the existing disciplinary issue type in the HR Disciplinary Issue Types list.
    You can use the list search menu by typing the disciplinary issue type and pressing Enter.
  6. Click the disciplinary issue type to open the form.
    The HR Disciplinary Issue Type form opens displaying the issue and other populated fields.
  7. Modify the form.
  8. Click Save to stay on the HR Disciplinary Issue Type form or Update to return to the HR Disciplinary Issue Types list.

Create or modify a disciplinary warning type

A disciplinary warning type is the method used to communicate or the action taken as a result of a disciplinary type.

Before you begin

Role required: sn_hr_core.basic, or sn_hr_core.manager

Procedure

  1. Navigate to HR Administration > Managed Lists > Warning Types.
    The HR Disciplinary Warning Types list opens.
  2. Click New to create a disciplinary issue type record or on an existing record to edit.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 3. HR Disciplinary Warning Type form
    Field Description
    Warning Warning type or action.
    Order Number set to indicate the order in which the issue appears in the HR Disciplinary Warning Types list.
    Value Issue value name, such as verbal or written.
  4. Click Save to stay on the HR Warning Type form or Submit to return to the HR Warning Types list.
  5. Click Update to return to the HR Warning Types list.

Create or modify an HR operations system

You can add or modify an HR operations system using the HR Administration module.

Before you begin

Role required: sn_hr_core.basic or sn_hr_core.manager

Procedure

  1. Navigate to HR Administration > Managed Lists > HR Systems.
    The HR Operating Systems list opens.
  2. Click New to open an HR Operations System record.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 4. HR OIperations System form
    Field Description
    Name Name of the HR system.
    Contact The internal company contact for the system.
    URL The web address for the HR system.
    Active Check to make active and available to use.
    Order Number set to indicate the order in which the issue appears in the HR Operations Systems list.
  4. Click Save to stay on the HR Operations System form or Submit to return to the HR Operations Systems list.
  5. To modify an HR system, find the existing HR system in the HR Operations Systems list.
    You can use the list search menu by typing the HR system and pressing Enter.
  6. Click the warning type to open the form.
    The HR Operations System form opens displaying the system and other populated fields.
  7. Modify the form.
  8. Click Save to stay on the HR Operations System form or Update to return to the HR Operations Systems list.

Create or modify HR system report frequencies

HR operations report frequencies determines how often reports are generated.

Before you begin

Role required: sn_hr_core.basic or sn_hr_core.manager

About this task

Employees can ask about HR report frequencies or request an HR report frequency through the HR Service Portal.

By default, the report frequencies available are:
  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Yearly

Procedure

  1. Navigate to HR Administration > Managed Lists > Report Frequencies..
    The HR Operations Report Frequencies list opens.
  2. Click New to create an HR operations report frequency record or on an existing record to edit.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 5. HR Operations Report Frequency form
    Field Description
    Report frequency How often the report generates, for example, daily, weekly, monthly.
    Domain
  4. Click Save to save the record and stay on the HR Operations Report Frequency form.
  5. Click Submit and return to the HR Operations Report Frequency list.

Create or modify an HR system report type

Report types define the category of information that appears in an HR operational report.

Before you begin

Role required: hr_basic, or hr_manager

About this task

Types of system reports include:
  • Customer Satisfaction
  • Compliance
  • Operational
  • Trend Analysis
  • Other

Procedure

  1. Navigate to HR Administration > Managed Lists > Report Types.
    The HR Operations Report Types list opens.
  2. Click New to open a system report type record.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 6. HR Operations Report Type form
    Field Description
    Report type The kind of report to generate, such as, compliance or operational.
  4. Click Submit.
    The system report type is listed in the HR Operations Report Types list.
  5. To modify the system report type data, find the existing system report type in the HR Operations Report Types list.
    You can use the list search menu by typing the report type name and pressing Enter.
  6. Click the system report type to open the form.
    The HR Operations Report Type form opens displaying the report type.
  7. Modify the form.
  8. Click Update.

Create or modify a Visa category

You can add or modify a Visa category using the HR Administrations module.

About this task

Currently, there are two types of visas:
  • Business - employee is traveling to a foreign country to conduct business. An example is Joe Employee is traveling to Japan for a week for meetings with a customer and co-workers in the Tokyo office.
  • Work - employee is traveling to a foreign country to work as an expatriate (expat). An example is Joe Employee is relocating to the Tokyo office to work in Japan for two years.
To create or modify a Visa category:

Procedure

  1. Navigate to HR Administration > Managed Lists > Visa Category.
    The HR Visa Categories list opens.
  2. Click New or a Visa category.
  3. Complete the form. (The fields you see depend on how the form is configured and what fields are selected to display.)
    Table 7. HR Visa Category form
    Field Description
    Visa category Enter or edit the name of the Visa category.
  4. Click Submit or Update.
    The Visa category displays in the HR Visa Categories list.