Onboarding Process - Bizagi · Author: Bizagi Process Modeler. Description ... Bizagi´s Onboarding Process is designed to help the integration of new employees into the organization.BPM

Onboarding Process

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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

Version: 1.0

Author: Bizagi Process Modeler.

Description

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



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.



Process owner

Human Resources Area

Global Forms

1. Name: frm_Onboarding_global

Description: Global form of the process.

Prototype:



Query Forms

1. Name: frm_Onboarding_query

Description: Onboarding query form

Prototype:

Process Elements

Comes from Recruitment and Selection?

Description

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.



No: If the process does not come from Recruitment and Selection Process,

it is necessary to include the new employee information.

New Employee Information

Description

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 Description

Analyst of Human Resources

Forms

1. Name: frm_New_Employee_Information

Description: Principal Activity Form

Prototype:



Actions

Type Description

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

Description

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.



Allocations



Forms

1. Name: form_NewHireActionsandDocuments


Prototype:



Forms behaviors

Description

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.



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 Description

On Enter Set the Company policies and the

Employment Forms.

On Exit Remove the Employment Forms and

Company Policies that were not selected

Send Hire Actions and Documents

Description

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

Description Recipients Email subject Email body

Inform about

the hire

actions and

documents

Human

Resources

Analyst

New

Employee

New Hire

Actions and

Documents

Dear Mr/Ms

<Onboarding.Candidates.LastName>

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.



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



Wait for Contract Signing Date

Description

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



Forms

1. Name: frm_Signing_Contract




Prototype:

Forms behaviors

Description

It is necessary to validate that all the required documents have been signed by the

employee.

Set Employee Requirements /Welcome Plan

Description

This activity helps the new employee´s boss to request the necessary elements and

permissions for the new employee.



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


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


Prototype:





Forms behaviors

Description

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 Description

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.

Description

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


IT Administrator

Forms

1. Name: frm_Grant_IT_Acces_rights




Prototype:

Forms behaviors

Description

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.



Send Welcome Plan

Description

An email is sent to the new employee´s email with the activity plan proposed by the

boss and the Access Rights information.

Notifications

Description Recipien

ts

Email

subject

Email body

Inform

about the

Welcome

Plan and

Initial

Activities,

Assignmen

ts etc.

New

employe

e

Boss

Welcome

Plan and

Initial

Activities,

Assignmen

ts etc.

Dear Mr/Ms

<Onboarding.Candidates.LastName>

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.

The following activities are designed to serve as

an introduction to

<Onboarding.JobDescription.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



Set up Workstation

Description

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


Prototype:



Forms behaviors

Description

All the items requested must be ready before the employee arrives.

Wait for Starting Date

Description

It is necessary to wait for the starting date to perform the next activity.

Fill First Weeks Activities Checklist

Description

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


New Employee

Forms

1. Name: frm_first_week_activities_checklist


Prototype:





Forms behaviors

Description

It is necessary to read and acknowledge all the company policies.



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.