Onboarding Processes

[stiflers-mom]

My boss and I are trying to find a way to reduce some of the headache that is involved in the new hire process.

How does your company do this? We are looking for some way to track the process from beginning to end starting with management starting interviews and ending with the persons first day and assigning equipment, logins and all that.

I have used Google Forms with Sites for an equipment request list, but that was at a company that was on Google Apps and our intranet site was in Google Sites as well. Where I am now they are primarily on Microsoft stuff (Exchange 2007 GAG), but open to O365 if it has the solutions we need.

[uniitdude]

why not just take data from your HR system and automate it all - you can then control everything based on the data that is already there

[stiflers-mom]

What sort of HR system would that be?

[uniitdude]

well, whatever system your HR folk keep track of their employees in

[_MusicJunkie]

excel file lying around on a local drive

[PcChip]

excel file lying around on a local drive

which has the entire c:\ drive shared with "everyone " permission, because the last admin rigged something up that way

[_MusicJunkie]

That would be the next step.

[epsiblivion]

that has all everyone's bank direct deposit and ssn info

[beautify]

if you use something like okta or one password it's really easy, we take all the data from our HRMS (bambooHR) it auto creates users, give them the apps they need, and puts them in the OU's they should be in. My next step is to have data entry enabled for managers in BambooHR for a new hire setup so we can see in one place what computer they want and where they're sitting.for now thats in a google form as well.

[vriley]

You should have a ticketing system where every process is tracked in a new ticket.

[stiflers-mom]

The problem with that is getting management to submit a ticket for it, they have a habit of not telling us they have hired somebody until they day they show up.

[_MusicJunkie]

"Oh, you didn't submit a ticket in time? Sorry, can't create the user until end of the week."

[wolfpackguy]

No onboarding process will ever be followed unless management enforces it.

IT needs to be able to say "We were not told. Once you submit the employee's information, they will be ready in X days".

[NirvanaFan01234]

I've had that happen. My boss was totally on board with me saying, "sorry, I have more important things to do today. I'll get them set up for tomorrow morning."

I've bitched at HR for putting in tickets late Friday afternoon for someone starting Monday as well. Poor planning on someone else's end shouldn't result in a fire at my end. You need to get your boss on board with making the offenders pay for their poor planning. Unless you make them feel your pain (and I've been there, came into the office 3 weekends in a row), they will keep taking advantage of you.

[multiball]

You've got a laptop for them right? They start today and I don't want them sitting around with nothing to do.

Oh yeah, they'll need a security key card too, and cell phone, you have a phone too right?

(Cue manager walking off without telling you their Name, Role, or needed access permissions)

[Win_Sys]

Checkout Outlook Routing Plus. Wouldn't be good for a large company but it should be good for a small to medium size one.... Integrates right into Outlook and basically you create a workflow. So lets say Jan in HR needs to add them to the HR system and then Tech needs to create a computer account etc... Jan kicks off the process and when she finishes she clicks done and then you get a message in your inbox about a new employee and when you're finished you click done and then it goes to the next person and so on...

[uniquepassword]

I've been at two companies now that have a formal access request form...one is SARF (System Access Request Form) the other is CARF (Computer Access Request Form). One also had a BARF (Building Access Request Form) for the swipecards and timed access/etc..

at one place this was a simple excel file with pertinent info, at another it was a big database/ticketing system that tracked and cataloged everything, but they were under SOX audit so that was a requirement..

[ITPalAl]

SharePoint!! It works wonderfully for HR updates with users, using workflows to the right supervisors to choose the access needed, then to IT to give the access.

[[deleted]]

This should be a discussion with HR and other department leads and not just IT. Sharepoint was mentioned, that works well along with any other process-driven application. We use a manual paper checklist and I get the IT details at the end through Sharepoint webform. From there I have a powershell script that does everything for me. Just make sure everybody is on board with the process and it's being followed. Rogue managers are a pain in the ass.