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Onboarding Process
Bizagi Suite
Copyright © 2014 | Bizagi Confidential
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
Copyright © 2014 | Bizagi Confidential
Onboarding Process | 3
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
Copyright © 2014 | Bizagi Confidential
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.
Copyright © 2014 | Bizagi Confidential
Onboarding Process | 5
Process owner
Human Resources Area
Global Forms
1. Name: frm_Onboarding_global
Description: Global form of the process.
Prototype:
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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.
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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
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:
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Onboarding Process | 8
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.
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Onboarding Process | 9
Allocations
Condition Description
Analyst of Human Resources
Forms
1. Name: form_NewHireActionsandDocuments
Description: Principal Activity Form
Prototype:
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Onboarding Process | 10
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.
Copyright © 2014 | Bizagi Confidential
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 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.
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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
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Onboarding Process | 13
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
Condition Description
Analyst of Human Resources
Forms
1. Name: frm_Signing_Contract
Description: Principal Activity Form
Copyright © 2014 | Bizagi Confidential
Onboarding Process | 14
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.
Copyright © 2014 | Bizagi Confidential
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 Description
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
Description: Principal Activity Form
Prototype:
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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
Condition Description
IT Administrator
Forms
1. Name: frm_Grant_IT_Acces_rights
Description: Principal Activity Form
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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.
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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
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
Copyright © 2014 | Bizagi Confidential
Onboarding Process | 20
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
Description: Principal Activity Form
Prototype:
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Onboarding Process | 21
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
Condition Description
New Employee
Forms
1. Name: frm_first_week_activities_checklist
Description: Principal Activity Form
Prototype:
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Onboarding Process | 22
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Forms behaviors
Description
It is necessary to read and acknowledge all the company policies.
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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.