Vaccination management

To support organizations developing their return-to-workplace policies, Sage People has introduced a new vaccination management feature. This feature enables organizations to keep track of their employees’ vaccination and test status, helping them to take a proactive approach to workplace vaccination measures and ensure the safety and wellbeing of their employees. The feature will also assist organizations in meeting regulatory requirements relating to workplace vaccinations and testing applicable in some territories.

The feature consists of a new Risk Mitigation WX process, along with new Risk Mitigation event and summary objects attached to the Team Member object. The process can be enabled per policy, and applied to all team members in the policy, or applied to specific team members using a workflow.

When enabled, this process allows team members to update their vaccination and test record using the WX portal for desktop or mobile. The system can be used to record all employee vaccination and testing events, including the date of the vaccination or test, the type of vaccine received or test taken, the number of vaccine doses received, and details of any vaccination boosters. You can also capture additional information from team members for each event by leveraging field sets. Field sets have been created for both vaccination events and testing events.

Team members can upload supporting evidence of their vaccination and test status. Employees who have not received a vaccine can register their unvaccinated status and add explanatory comments or supporting evidence for exemption.

Team member vaccination and test status can be reported on using standard Salesforce reporting capabilities, using the Personal Risk Mitigation Summary record. This record contains a Current Status field which reflects the team member vaccination status derived from the event records the team member has added. This will show the status “Vaccinated” for a team member after 14 full days have passed from the date of the last full vaccination event. Vaccination statuses are updated nightly. The Latest Test field references the test record with the most recent test date, allowing you to report on employee test status.

What do I need to do?

To enable the Risk Mitigation process and make it available to team members:

1. Enable the Risk Mitigation and Risk Mitigation Test Tracking options as required for your policies.

   • Risk Mitigation enables team members to enter vaccination details.

   • Risk Mitigation Test Tracking enables team members to enter test results.

2. Set up Risk Mitigation for all team members that require it. You can either:

   1. Set up Risk Mitigation for all team members in a policy using the Set up Risk Mitigation for all policy members button on the policy page. This button becomes available after you have enabled Risk Mitigation for the policy and saved the policy.

   2. Set up Risk Mitigation for specific team members using the Risk Mitigation flow on the Configure Package page. Use this flow to filter and select team members across policies and departments.

3. Enable the scheduled update job that updates team member vaccination statuses overnight using the Schedule update job for Risk Mitigation option on the Configure Package page.

4. Create a Risk Mitigation WX Process for one of your services.

5. Optionally create an HR Noticeboard for Risk Mitigation.

For more information, see Risk Mitigation in the help center.