# Reflect 3 Attempt 01 > HR Employee-Lifecycle Onboarding Closeout Skill - Skill: `prism-shadow/reflect-3-attempt-01-19` (Agent Skill) - Install (CLI): `npx skillmds@latest add prism-shadow/reflect-3-attempt-01-19` - Raw SKILL.md: https://api.skillmd.com/api/skills/prism-shadow/reflect-3-attempt-01-19/raw - Safety review: pending - Works with: Claude Code, Claude.ai, OpenAI Codex - Category: Coding & Dev Tools - Author: prism-shadow (https://skillmd.com/u/prism-shadow) - Updated: 2026-09-17 - Page: https://skillmd.com/skills/prism-shadow/reflect-3-attempt-01-19 --- # HR Employee-Lifecycle Onboarding Closeout Skill ## When to use Use this skill when solving PeopleOps employee-lifecycle tasks that require verifying onboarding closeout readiness, leave source precedence, payroll assignment readiness, recruitment reconciliation, or policy case folder/notice quality against the Northwind People Lifecycle Portal remote API. The skill covers five task archetypes: 1. **Onboarding closeout verification** (employee leave + payroll setup) 2. **Policy case folder/notice review** (folder readiness + formal notice quality) 3. **Recruitment reconciliation** (candidate outcomes + cost + payroll handoff) 4. **Leave source precedence** (approved assignment vs stale profile summary) 5. **Payroll assignment and accrual readiness** (submitted vs draft assignment) ## Remote API reference - **Base URL**: `` - **Web UI**: `/` - **Auth**: none required (read-only REST API under `/api/*`) - **Health check**: `GET /health` - Login credentials (`ops.lead@peopleops.local / PeopleOps#2026`) are illustrative only. ## Step-by-step SOP ### Step 1: Read the manifest and summary ``` GET /api/manifest # learn available modules and file counts GET /api/summary # live record counts and departments ``` ### Step 2: Identify the entity in the prompt Extract the employee ID (e.g. `EMP-104`), case ID (e.g. `CASE-RW-221`), or opening ID (e.g. `REQ-DA-77`) from the task prompt. ### Step 3: Gather employee detail (leave assignment history) ``` GET /api/employees?q= ``` The employee object carries `leave_balance_days` (profile summary), `salary_band`, `status`, `department`, `hire_date`. This is the **profile summary** — it may be stale. ### Step 4: Gather payroll ledgers (leave assignments + salary assignments) ``` GET /api/payroll-ledgers?q= ``` This is the **authoritative source** for both leave assignments and salary assignments. Each record has a `record_type` field: - `Leave assignment` — leave policy + approved days + status (Approved/Superseded/Draft) - `Salary assignment` — base_salary + status (Submitted/Draft) + period + accrual_batch_id - Other types: `HRMS leave ledger`, `People Ops adjustment` — these are ledger entries, not primary assignments. Check `status` (Submitted/Approved/Superseded/Draft). **Key rule**: The `status` field determines whether the record is authoritative. - Approved/Submitted = authoritative for the current period - Superseded/Draft = excluded ### Step 5: Gather full case detail ``` GET /api/cases?q= # search for the case GET /api/cases/ # FULL detail: approvals, attachments, comments, audit_events ``` Full case detail includes nested `approvals[]`, `attachments[]`, `comments[]`, and `audit_events[]` arrays that are NOT present in the search results. ### Step 6: Gather policy definitions ``` GET /api/policies # all policies GET /api/policies/ # single policy detail ``` Critical policies: - `LEAVE-SRC-001` — Leave Source Precedence - `PAY-SRC-001` — Payroll Assignment Source (includes recruiting handoff gate) - `POL-DOCS-2026` — Lifecycle Folder Checklist - `HR-POL-014` — Remote Work Policy (notice requirements) ### Step 7: Gather documents folder ``` GET /api/documents?q= ``` Each document folder has: - `files[]` — files currently present - `required_files[]` — files that must be present - `tags[]` — tags currently present - `required_tags[]` — tags that must be present - `ready` — boolean (true only if all required files AND tags are present) ### Step 8: Gather formal notice messages ``` GET /api/messages?q= ``` Each message has: - `quality` — "valid" or "defective" - `defects[]` — list of specific defects from: `missing_ack_deadline`, `missing_appeal_instructions`, `missing_waitlist_status`, `missing_correct_policy` - `status` — "Draft" or other ### Step 9: Gather notifications ``` GET /api/notifications?q= ``` Notifications mirror message content and carry the same defect/quality fields. ### Step 10: Gather audit events ``` GET /api/audit # all audit events GET /api/audit?case_id= # filtered by case GET /api/audit/ # single audit event detail ``` Each audit event has: - `event` — event type (e.g. `leave.profile_mismatch`, `payroll.ready`, `notice.defect`, `case.close_blocked`, `folder.tag_missing`) - `detail` — descriptive text, often containing the QA result and key identifiers ### Step 11: Gather attachment content (if referenced in case) ``` GET /api/attachments/ ``` Returns attachment text content with folder checklist details. ### Step 12: Gather recruitment data (for recruitment tasks) ``` GET /api/recruitment?q= ``` Returns candidates, offer_register, cost_ledger, notice_packets, payroll_precheck_records. ## Endpoint calling order summary For any task, call endpoints in this order: 1. `/api/manifest` — orientation 2. `/api/employees?q=` — employee profile summary 3. `/api/payroll-ledgers?q=` — leave assignments + salary assignments (authoritative) 4. `/api/cases/` — full case detail (approvals, attachments, comments, audit_events) 5. `/api/policies` and `/api/policies/` — policy definitions 6. `/api/documents?q=` — document folder readiness 7. `/api/messages?q=` — formal notice quality 8. `/api/notifications?q=` — notification defects 9. `/api/audit?case_id=` — audit events with QA results 10. `/api/attachments/` — attachment content (follow from case attachments) 11. `/api/recruitment?q=` — recruitment data (for recruitment tasks only) ## Field definitions and answer conventions ### Common answer fields across task types | Field | Type | Description | |---|---|---| | `employee_id` | string | Employee ID from the prompt (e.g. `EMP-104`) | | `effective_leave_policy` | string | Policy name from the authoritative approved/submitted assignment | | `assignment_id` | string | Ledger ID of the authoritative leave assignment | | `annual_days` / `balance_days` | integer | Approved leave days from the authoritative assignment | | `excluded_leave_ids` | list[string] | Ledger IDs of excluded (Superseded/Draft) leave records | | `payroll_assignment_id` / `salary_assignment_id` | string | Ledger ID of the submitted salary assignment | | `base_salary` | number | Base salary from the submitted salary assignment | | `excluded_payroll_ids` / `excluded_assignment_id` | string/list | Ledger ID(s) of excluded (Draft) salary assignments | | `audit_event_id` | string | The primary audit event for the task scope | | `supporting_audit_event_ids` | list[string] | Audit events that confirm the decision | | `excluded_audit_event_ids` | list[string] | Adjacent audit events outside the task scope | | `audit_scope` | enum | The scope of audit review (see below) | | `final_control_result` / `control_result` | enum | The final control outcome | ### Enum values by field **leave_source**: `leave_assignment_history`, `employee_profile_summary`, `case_summary_only` **leave_precedence_source**: `approved_assignment_current_period`, `profile_summary_current_period`, `case_summary_only` **precedence_source**: `approved_assignment_over_profile`, `employee_profile_summary`, `case_summary_only` **payroll_status / payroll_source_status**: `submitted`, `draft`, `superseded` **closeout_action / next_action**: `approve_onboarding_close`, `block_close_and_reissue_notice`, `open_records_remediation` **approval_closeout_gate**: `approval_sufficient_when_records_clean`, `approval_not_sufficient_when_folder_or_notice_defective` **final_control_result / control_result**: `approve_closeout`, `hold_for_folder_and_notice_defects`, `ready_with_monitoring` **audit_scope**: `payroll_assignment_readiness`, `document_notice_findings_only`, `leave_source_precedence_only` **notice_quality**: `valid`, `defective` **notice_defects** (list[enum]): `missing_ack_deadline`, `missing_appeal_instructions`, `missing_waitlist_status`, `missing_correct_policy` **closeout_blockers** (list[enum]): `missing_required_files`, `missing_required_tags`, `defective_formal_notice` **draft_exclusion_rule**: `exclude_draft_assignment`, `draft_allowed`, `exclude_superseded_only` **audit_result**: `profile_summary_stale`, `ready_with_monitoring`, `block_close` **final_decision**: `approved_with_conditions`, `approved`, `rejected`, `held` **evidence_source_order**: `approval_history_folder_notice_audit`, `folder_notice_audit`, `audit_only` **folder_required_tag_action**: `no_tag_action`, `add_required_tag` **notice_evidence_source / notice_quality_source**: `notice_packet_inspection`, `message_notice_inspection`, `case_summary_only` **escalation_action**: `open_records_remediation`, `block_close_and_reissue_notice`, `no_action` **records_remediation_owner**: `Records`, `People Ops Compliance`, `Payroll QA` **notice_remediation_action**: `reissue_defective_notices`, `no_notice_action`, `send_new_offer_notice` **onboarding_handoff**: `create_payroll_precheck`, `create_submitted_assignment_after_acceptance`, `no_payroll_handoff` **payroll_handoff_gate**: `accepted_offer_only`, `accepted_offer_and_submitted_assignment`, `all_interviewed_candidates` **payroll_assignment_status_required**: `submitted_after_acceptance`, `submitted`, `draft_allowed` **offer_exclusion_reason_for_waitlisted**: `no_accepted_status_or_offer`, `waitlisted_not_selected`, `already_rejected` **handoff_control_result**: `submitted_handoff_required_after_acceptance`, `submitted_handoff_required`, `no_handoff_required` **candidate_status_source**: `interview_feedback_and_offer`, `case_summary_only`, `message_only` **candidate_outcome_control**: `committee_decision_with_offer_confirmation`, `message_status_only`, `case_summary_only` **selected_offer_status**: `accepted`, `draft`, `withdrawn`, `none` **cost_source**: `recruitment_cost_ledger`, `case_summary_only` **waitlisted_followup_action**: `send_waitlist_notice`, `reissue_waitlist_notice_not_rejection`, `no_action` **rejected_followup_action**: `send_rejection_notice`, `no_action`, `reissue_rejection_notice` ## Business rules ### Leave source precedence (LEAVE-SRC-001) - The **latest approved or submitted** leave assignment for the period controls leave entitlement. - Draft, voided, and obsolete (superseded) records are **excluded** even when profile summaries conflict. - An approved leave assignment **overrides** a stale employee profile summary. - When the ledger (payroll-ledgers), policy document (LEAVE-SRC-001), and audit detail all confirm the approved assignment, the profile summary must be ignored (`profile_policy_ignored: true`). - Use `precedence_source: "approved_assignment_over_profile"` and `leave_precedence_source: "approved_assignment_current_period"`. ### Payroll assignment source (PAY-SRC-001) - Use the **current submitted** salary assignment for base salary and accrual checks. - **Draft** planning assignments do **not** affect payroll readiness or accrual checks. - Exclude draft assignments using `draft_exclusion_rule: "exclude_draft_assignment"`. - The payroll source status is `"submitted"` (the authoritative assignment's status). ### Recruiting handoff gate (PAY-SRC-001 section 4.2) - The recruiting payroll handoff is created **only after** a selected candidate has an **accepted offer**. - The handoff **must be submitted**; draft prechecks do **not** satisfy the assignment gate. - `payroll_handoff_gate: "accepted_offer_only"` — the gate trigger is the accepted offer. The submitted-status requirement is captured separately in `payroll_assignment_status_required`. - `draft_payroll_allowed: false` — draft assignments/prechecks never satisfy the gate. - `offer_exclusion_reason_for_waitlisted: "no_accepted_status_or_offer"` — the waitlisted candidate is excluded from the offer/payroll handoff because they have no accepted offer status or offer record. Use this label, not the committee-decision label `"waitlisted_not_selected"`. - `onboarding_handoff: "create_submitted_assignment_after_acceptance"` — create a submitted (not draft) assignment after the offer is accepted. ### Folder readiness (POL-DOCS-2026) - A folder is **not ready** unless **all** required files AND **all** required tags shown in the folder checklist are present. - `folder_ready` = the folder object's `ready` boolean. - `missing_files` = items in `required_files` not in `files`. - `required_tag_present` = true only if **all** `required_tags` are in `tags`. - `folder_required_tag_action`: `"add_required_tag"` if any required tag is missing, otherwise `"no_tag_action"`. - `closeout_blockers` includes `"missing_required_files"` if any files are missing, `"missing_required_tags"` if any tags are missing, and `"defective_formal_notice"` if the notice is defective. ### Notice defect detection - Inspect the formal notice (message + notification) for defects. - `notice_quality: "defective"` if any defect is present, otherwise `"valid"`. - Defect types: `missing_ack_deadline`, `missing_appeal_instructions`, `missing_waitlist_status`, `missing_correct_policy`. - `notice_defects` lists all defects found in the message's `defects[]` array. - `notice_evidence_source / notice_quality_source: "notice_packet_inspection"` when inspecting notice_packets in recruitment data; `"message_notice_inspection"` when inspecting `/api/messages`. ### Approval closeout gate - If both the folder is ready (no missing files, no missing tags) AND the notice is valid (no defects): `approval_closeout_gate: "approval_sufficient_when_records_clean"` and `final_control_result: "approve_closeout"`. - If either the folder is not ready OR the notice is defective: `approval_closeout_gate: "approval_not_sufficient_when_folder_or_notice_defective"` and `final_control_result: "hold_for_folder_and_notice_defects"`. - If the assignment is ready but requires monitoring (per audit): `final_control_result / control_result: "ready_with_monitoring"`. ### Audit selection and scope - **Audit scope must match the task type**: - Leave source precedence task: `audit_scope: "leave_source_precedence_only"` - Document/notice review task: `audit_scope: "document_notice_findings_only"` - Payroll assignment readiness task: `audit_scope: "payroll_assignment_readiness"` - **Supporting audit events**: include only audit events relevant to the task scope. - For leave tasks: include `leave.*` events (e.g. `leave.profile_mismatch`). - For payroll tasks: include `payroll.*` events (e.g. `payroll.ready`). - For document/notice tasks: include `notice.defect` and `folder.*` events. - **Excluded audit events**: exclude adjacent audit events that are outside the task scope. - For leave tasks: exclude `folder.tag_missing`, `notice.defect` events. - For document/notice tasks: exclude `leave.*`, `payroll.*` events. - Leave the list empty `[]` if no adjacent events exist. ### Escalation owner - `records_remediation_owner: "Records"` when the issue is missing files or missing tags in the document folder. - `records_remediation_owner: "People Ops Compliance"` for cross-module or compliance escalations. - `records_remediation_owner: "Payroll QA"` for payroll draft/assignment issues. - `escalation_action: "open_records_remediation"` when folder/files need remediation. - `escalation_action: "block_close_and_reissue_notice"` when the formal notice is defective and must be reissued. - `notice_remediation_action: "reissue_defective_notices"` when the notice has defects. ### Cost-summing (recruitment) - `recruitment_cost_total` = the **sum of all** `amount` values in the recruitment `cost_ledger[]` array. - `cost_source: "recruitment_cost_ledger"` — always use the ledger, never the case summary. ### Candidate outcomes (recruitment) - `selected_candidate` = the candidate with `committee_decision: "Selected"` AND an entry in the `offer_register` with `status: "accepted"`. - `waitlisted_candidates` = candidates with `committee_decision: "Waitlisted"` (IDs only). - `rejected_candidates` = candidates with `committee_decision: "Rejected"` (IDs only). - `notice_followup_required` = candidate IDs whose notice packet `status` is `"not_sent"` (IDs only, no other text). - `waitlisted_followup_action: "send_waitlist_notice"` when the waitlist notice has not been sent. - `rejected_followup_action: "send_rejection_notice"` when the rejection notice has not been sent. - `candidate_status_source: "interview_feedback_and_offer"` — outcomes come from committee decisions and the offer register. - `candidate_outcome_control: "committee_decision_with_offer_confirmation"` — committee decisions confirmed by offer register status. - `selected_offer_status: "accepted"` — from the offer register. ## Common misjudgments and exclusion rules These are errors that reduced judge scores during training. Avoid them: 1. **payroll_handoff_gate**: Use `"accepted_offer_only"`, NOT `"accepted_offer_and_submitted_assignment"`. The gate is the trigger condition (accepted offer). The submitted-status requirement is a separate field (`payroll_assignment_status_required`). 2. **offer_exclusion_reason_for_waitlisted**: Use `"no_accepted_status_or_offer"`, NOT `"waitlisted_not_selected"`. The exclusion reason is the absence of an accepted offer status or offer record, not the committee's waitlist decision. 3. **Leave records to exclude**: Exclude ALL non-authoritative leave records — both Superseded AND Draft. Do not include only one type. The excluded list should contain every ledger ID that is not the authoritative approved/submitted assignment. 4. **Payroll records to exclude**: Exclude ALL Draft salary assignments. A Draft salary assignment with a higher salary number is still excluded in favor of the Submitted assignment. 5. **audit_scope mismatch**: Do not use a document/notice audit scope for a leave task, or vice versa. The audit scope must match the task archetype exactly. 6. **Excluded audit events**: For leave tasks, document/folder audit events (e.g. `folder.tag_missing`) must be listed in `excluded_audit_event_ids`, not in `supporting_audit_event_ids`. Only leave-scope audit events go in supporting. 7. **closeout_blockers**: Include ALL applicable blockers, not just one. If both files are missing AND the notice is defective, include both `"missing_required_files"` and `"defective_formal_notice"`. 8. **Folder tag check**: `required_tag_present` is true only if ALL required tags are present. A single missing required tag means `required_tag_present: false` and `folder_required_tag_action: "add_required_tag"`. 9. **Notice defects**: Copy defects exactly from the message's `defects[]` array. Do not infer defects that are not listed, and do not omit defects that are listed. 10. **Cost total**: Sum ALL cost_ledger items. Do not exclude any line item, even if it seems like an outlier or administrative charge. 11. **evidence_source_order**: For tasks that review approvals, folder, notice, and audit, use `"approval_history_folder_notice_audit"`. Do not abbreviate to `"folder_notice_audit"` if approval history was also reviewed. 12. **precedence_source vs leave_precedence_source**: These are different fields with different enum values. `precedence_source` uses `"approved_assignment_over_profile"` while `leave_precedence_source` uses `"approved_assignment_current_period"`. Do not confuse them. ## Pre-submission checklist Before submitting any answer JSON, verify: - [ ] All required fields from the answer template are present (no missing fields). - [ ] All enum values match exactly one of the `allowed_values` from the template. - [ ] `employee_id`, `case_id`, or `opening_id` matches the prompt exactly. - [ ] The authoritative leave assignment is the **latest Approved** record (check `updated_at` timestamp and `status`). - [ ] The authoritative salary assignment is the **Submitted** record. - [ ] All non-authoritative leave/salary ledger IDs are in the excluded lists. - [ ] `audit_scope` matches the task archetype. - [ ] `supporting_audit_event_ids` contains only in-scope audit events. - [ ] `excluded_audit_event_ids` contains only out-of-scope adjacent audit events. - [ ] `final_control_result` is consistent with the approval closeout gate: - `approval_sufficient_when_records_clean` → `approve_closeout` - `approval_not_sufficient_when_folder_or_notice_defective` → `hold_for_folder_and_notice_defects` - `payroll.ready` audit result → `ready_with_monitoring` - [ ] For recruitment tasks: `recruitment_cost_total` is the sum of all cost_ledger items. - [ ] For recruitment tasks: all arrays contain candidate IDs only (no names, no text). - [ ] `payroll_handoff_gate` is `"accepted_offer_only"` (not `"accepted_offer_and_submitted_assignment"`). - [ ] `offer_exclusion_reason_for_waitlisted` is `"no_accepted_status_or_offer"` (not `"waitlisted_not_selected"`). - [ ] `profile_policy_ignored` is `true` when the audit result is `profile_summary_stale`. - [ ] `notice_defects` exactly matches the message's `defects[]` array. - [ ] `closeout_blockers` includes ALL applicable blockers. - [ ] `required_tag_present` is `false` if ANY required tag is missing. - [ ] `folder_required_tag_action` is `"add_required_tag"` if any required tag is missing, otherwise `"no_tag_action"`. - [ ] Output is valid JSON matching the answer template — no markdown, no explanatory text, no trailing commas.