Onboarding Process. Bizagi Suite

Onboarding Process Bizagi Suite

Onboarding Process 2 Table of Contents Onboarding Process... 3 Process Elements... 6 Comes from Recruitment and Selection?... 6 New Employee Information... 7 Before the New Employee Arrives Activities... 8 New Hire Actions and Documents... 8 Send Hire Actions and Documents... 11 Wait for Contract Signing Date... 13 Signing Contract... 13 Set Employee Requirements /Welcome Plan... 14 Grant IT Access Rights.... 17 Send Welcome Plan... 19 Set up Workstation... 20 Wait for Starting Date... 21 Fill First Weeks Activities Checklist... 21 Performers... 24

Onboarding Process 3 Onboarding Process Version: 1.0 Author: Bizagi Process Modeler. The entry of new employees to a company is usually time-consuming whereby a lot of manual work is required and it is necessary to coordinate many people in the different stages of the process. For this reason, delays often occur in the starting date or in the allocation of the workstation. Bizagi offers a new template called the Onboarding Process to assist companies in this process. Onboarding focus on how to integrate new employees into the organization, prepare them to execute their functions properly and to quickly become productive members of the organization. The Onboarding process reduces the process timescale for activities such as informing the new employee of the documentation that must be prepared before signing the

Onboarding Process 4 contract and the company policies. It also helps the people in charge of requesting and granting access rights and equipment for the workstation, as well as creating a Welcome plan for the employee s first week in the company, among other things. A successful Onboarding process has several benefits for your organization and the new employees. It will provide all the required information about the organization and it policies that will enable the employee to settle quickly into the routine of working in the company. The induction will help to prepare the employee to contribute quickly in his or her daily duties. Objectives The new Onboarding process aims to help the entry of a new employee into the company. The process focuses on helping the different areas involved in the Onboarding process to perform the activities at appropriate times so the employee can find a clean, equipped workspace and all access and information necessary to start the new job from day one. Automation Scope Bizagi s Onboarding Process is designed to help the integration of new employees into the organization. The process begins when the Human Resources area is informed about the new employee s entry and continues until his or her first week of employment. The process covers: Requesting the required documents for the signing of the contract. Requesting from the IT administrator new user accounts and access permission for the new employee. Scheduling with the Human Resources area an induction meeting for the employee to learn the company s policies. Creating a Welcome Activity Plan for the employee s first week.

Onboarding Process 5 Process owner Human Resources Area Global Forms 1. Name: frm_onboarding_global : Global form of the process. Prototype:

Onboarding Process 6 Query Forms 1. Name: frm_onboarding_query : Onboarding query form Prototype: Process Elements Comes from Recruitment and Selection? In Bizagi Process Central you can find a complementary process to Onboarding called Recruitment and Selection. If you have downloaded Recruitment and Selection you will find that Onboarding is launched as soon as the Recruitment and the Selection Process is finished. If you don t have Recruitment and Selection, the Onboarding process will be available to run separately. That is, they are complementary processes but it is not necessary to have both. This gateway evaluates if the Onboarding process has been started independently, or if it has been launched from the Recruitment and Selection process. Gateways Yes: If the process is a sub process from Recruitment and Selection, the basic information of the new employee has been previously entered and thus it is available. This information includes name, curriculum vitae, position, and salary, among other things. In this case the next activity will be New Hire Actions and Documents.

Onboarding Process 7 No: If the process does not come from Recruitment and Selection Process, it is necessary to include the new employee information. New Employee Information It is necessary to include the new employee s information such as Name, Last Name, Personal Email, Curriculum Vitae, starting date, information relating to the position and the agreed salary. Allocations Condition Analyst of Human Resources Forms 1. Name: frm_new_employee_information : Principal Activity Form Prototype:

Onboarding Process 8 Actions Type On Save The job information is loaded from a parameter. Before the New Employee Arrives Activities The process opens two paths. The first path includes activities related to the legal documents that need to be signed by the new employee. The second path is about the required elements for the execution of the new employee's work. The activities in each path can be performed simultaneously. It is very important to finish all the activities before the new employee arrives. New Hire Actions and Documents This activity helps the Human Resources analyst prepare the required documents for the contract signing and other documents required by law or by your company. The form includes four tables: Mandatory documents: Documents that the employee must sign before his first day of work. Optional documents: Documents those are available to be selected by the Analyst to be signed by the employee before his/her first day of work. Statements or policies that the employee must read. Statements or policies that require a physical meeting to be explained and discussed with the employee. These need a date and time scheduling, after the employee s first day of work.

Onboarding Process 9 Allocations Condition Analyst of Human Resources Forms 1. Name: form_newhireactionsanddocuments : Principal Activity Form Prototype:

Onboarding Process 10 Forms behaviors All documents and activities in the four tables are loaded automatically from parameter tables. If you wish to change them to suit your needs please refer to the Construction document where you will find further information.

Onboarding Process 11 The document tables are filtered depending on whether or not they are mandatory. The activities tables are filtered depending on whether or not they require a physical meeting, and thus need a date and time scheduling. Actions Type On Enter On Exit Set the Company policies and the Employment Forms. Remove the Employment Forms and Company Policies that were not selected Send Hire Actions and Documents This activity sends an email to the new employee informing him or her about the required documents for the contract signing and the company policies information. Notifications Recipients Email subject Email body Inform about Human New Hire Dear Mr/Ms the hire Resources Actions and <Onboarding.Candidates.LastName> actions and Analyst Documents documents New Employee Welcome to our Team! It is a pleasure to welcome you to the staff. We are excited to have you join our team, and we hope that you will enjoy working with our company. In order to begin with the onboarding process it is necessary to sign some legal documents.

Onboarding Process 12 Please be present on <Onboarding.ContractSigningDate> at <Onboarding.ContractSigningPlace>, and bring all the required information and documents. Employment Forms Table The following information is designed to serve as an introduction to the company and provide resources that will help you make a smooth transition into your new role. Please read all attachments carefully as they contain valuable information to help you perform your work. For some of the policies a meeting has been scheduled with a Human Resources Analyst. Company Policies Table Yours sincerely Human Resources Team

Onboarding Process 13 Wait for Contract Signing Date It is necessary to wait for the contract signing date to perform the Signing Contract activity. Signing Contract In this activity the Human Recourses analyst will have a check list that includes all the documentation required for the employee to sing, the documents in the list are those that have been chosen previously. The analyst must go through the list and check each document when it has been read and signed. All documents are mandatory so they all have to be checked. Allocations Condition Analyst of Human Resources Forms 1. Name: frm_signing_contract : Principal Activity Form

Onboarding Process 14 Prototype: Forms behaviors It is necessary to validate that all the required documents have been signed by the employee. Set Employee Requirements /Welcome Plan This activity helps the new employee s boss to request the necessary elements and permissions for the new employee.

Onboarding Process 15 The form includes tree tables: Employee s Roles: Include the roles that the employee needs to develop for the position. Access Rights: Accounts and permissions required within the information systems of the company. Requirements: Equipment and supplies necessary to enable the employee perform his or her work. First week activities: An activity plan for the employee s first week. It must include activities where the employee is informed about their role, working team, performance measurements, among other things. Allocations Condition New employee s boss The activity is performed by the person who made the personnel requisition or the new employee s boss Forms 1. Name: frm_set_employee_requirements_welcome_plan : Principal Activity Form Prototype:

Onboarding Process 16

Onboarding Process 17 Forms behaviors It is necessary to include at least one role in the Employee Role table. The Requirements and Welcome Plan tables allow to adding and removing records. Actions Type On Enter Set the Access Rights, Employee Requirements and Welcome Plan Activities. On Exit Remove the Access Rights, Employee Requirements and Welcome Plan Activities that were not selected Grant IT Access Rights. The activity helps to the IT administrator to create the new user within the company s information system. The form includes information about the access rights that must create or assign to the new employee. The IT administrator must include usernames and passwords assigned to each case. Allocations Condition IT Administrator Forms 1. Name: frm_grant_it_acces_rights : Principal Activity Form

Onboarding Process 18 Prototype: Forms behaviors When the IT administrator has created the new user, it is necessary to link the new employee s user to the case. The form includes a join search dialog to search the new employee in Bizagi users directory. All the requirements set by the boss must to be completed.

Onboarding Process 19 Send Welcome Plan An email is sent to the new employee s email with the activity plan proposed by the boss and the Access Rights information. Notifications Recipien ts Email subject Email body Inform New Welcome Dear Mr/Ms about the employe Plan and <Onboarding.Candidates.LastName> Welcome e Initial Plan and Initial Boss Activities, Assignmen Welcome to our Team! Activities, ts etc. Assignmen ts etc. It is a pleasure to welcome you to the staff. We are excited to have you join our team, and we hope that you will enjoy working with our company. The following activities are designed to serve as an introduction to <Onboarding.Job.Department.areaN ame> and provide resources that will help you make a smooth transition into your new role. Activities Table The following Access Rights have been created: Access Rights Best Regards Human Resources Team

Onboarding Process 20 Set up Workstation Before the arrival of the new employee, it is necessary to prepare the workstation with all the items requested by the boss. Forms 1. Name: frm_set_up_worksation : Principal Activity Form Prototype:

Onboarding Process 21 Forms behaviors All the items requested must be ready before the employee arrives. Wait for Starting Date It is necessary to wait for the starting date to perform the next activity. Fill First Weeks Activities Checklist During the first week, the employee must complete all the activities that his or her boss and the Human Resources area had been scheduled. The activity includes a check list where the employee marks each activity after it has been performed. Allocations Condition New Employee Forms 1. Name: frm_first_week_activities_checklist : Principal Activity Form Prototype:

Onboarding Process 22

Onboarding Process 23 Forms behaviors It is necessary to read and acknowledge all the company policies.

Onboarding Process 24 Performers New employee's Boss (Role) The boss of the new employee (The person who makes the personnel requisition). Human Resources Analyst (Role) The person who belongs to the Human Resources area, he or she must lead the onboarding process. New Employee (Role) The person who was selected to fill a vacancy. IT Administrator (Role) The administrator of the IT area.