How BAS InSite works
BAS InSite operates with workflows, tasks and roles. These specify the sequence of steps in processes and who needs to perform which action.
Every employee with an active employment contract is automatically given access to the system. Employees can start and submit tasks and in some cases can also give approvals. They are responsible for performing their tasks on time and for entering data correctly and completely.
What are workflows, tasks and roles?
Workflows
Workflows ensure that processes in BAS InSite go through a fixed sequence of steps. Tasks follow from these workflows and arrive in the task overview of the relevant employee(s). It is the responsibility of employees themselves to regularly check their task overview in BAS InSite. Support is provided in the form of a weekly email, if they have outstanding tasks that have not been finished within two working days.
Tasks
Tasks are concrete actions that a user has to perform within a workflow. They appear in the user’s task overview in BAS InSite. There is also an option for approvers to transfer tasks to a temporary substitute when they are on leave.
If a task is rejected, it goes back to the person who submitted the request, who can then modify the request and submit it again, or decide to withdraw the request. In some cases, a request cannot be modified and will need to be resubmitted.
Roles
Roles determine who can perform tasks within a workflow, such as creating or approving requests. These roles are linked to jobs within the organisation, not to specific individuals. This means that the process stays the same if someone changes their job or if a new employee takes over a job.
The sequence of a workflow
Each workflow comprises one or more tasks. The role or user that receives a task is specified in the workflow. Depending on how the process is structured, a task can be assigned to one or more people.
1. Start of the process
An employee begins the process by starting a request or change. This can be for the employee themself or based on a role, such as Manager or Preparer.
2. Automatic generation of a task
The system then automatically generates a task for the next role in the process.
3. Performing the task
The user who receives the task decides the next step, such as approve, modify or reject.
4. Finalising the task
The task automatically proceeds to the next step according to the workflow. When all the steps have been completed, the workflow is finished. In most cases, the change or request is then processed automatically in the system.
Rejecting a task
If a task in the workflow is rejected, it goes back to the person who requested the action, who can then:
- Modify the action and submit it again;
- Withdraw the action, if it is no longer necessary.
Depending on the workflow, some actions cannot be modified. In that case, the action needs to be resubmitted.
Questions and more information
Information about the administrative processes on the Helpdesk Portal is continuously supplemented and refined. You can also find specific information relating to BAS via the Quick Reference Cards (QRCs) on the Helpdesk Portal.