There are a number of things to consider before diving into an onboarding project and our experience has shown that an ounce of preparation is worth a fortune in terms of creating a successful and cost effective implementation.
Whilst the list below revolves around HROnBoard it is just as relevant regardless of the software application you are using.
An organisation needs to start with documenting and formalising current manual onboarding processes. Moving to an automated process provides the perfect opportunity to rationalise and streamline your processes, procedures, contracts and policies. Don’t worry though, Navigo can assist with providing guidance around best practice onboarding workflows if you need it.
Organisations need to be comfortable with the concept of moving away from having paper forms with “wet” (physically signed with ink) signatures. This is purely an organisational cultural issue and as such, probably reflects Senior Management views. Our onboarding system issues employment contracts without signatures and captures the acceptance of the contract, policies and tax file declarations electronically.
You need to ensure all appropriate areas of the organisation are engaged and support a new electronic system. If this is not addressed early, it can create unnecessary delays with the implementation of the system.
The compliance department may have concerns about forms, policies and contracts being approved online, and potentially not being compliant. The Australian Tax Office are currently implementing HROnBoard and it seems they have the confidence that our system is fully compliant and so use the system to approve their employment contracts, company policies and Tax File declarations, all electronically.
Some organisations have multiple onboarding processes around how an offer is made and approved. The company should agree on a consistent process across Departments, and get leadership buy-in to ensure this is adopted.
HROnboard is a product which is provided as a Software as a Service (SaaS) business model. This means that the product runs on our Software infrastructure which is located in our secure Australian data centre, and is accessed by our clients over the Internet. There is no requirement to install any specialised software on the client’s computer systems.
IT management needs to be comfortable with the SaaS concept and may need some reassurance that the system and data is secure. The fact that AMP, Brookfield Multiplex and the ATO all use the system and have satisfactorily completed security audits usually satisfies this enquiry. However, we are happy to answer any specific technology questions your IT Department may have.
HROnboard may need to operate beneath the company’s Single Sign On (SSO) process, rather than having a separate password for the service. For this to occur,we may need to communicate with your IT Department to identify SSO requirements. We will provide an SSO questionnaire to capture this information early in the analysis stage to expedite the process.
It is important that all existing employment contracts and ‘letters of offer’ are current. Often when the project commences implementation, Legal & Compliance teams are prompted to review the content and legal wording of the current contracts. If this occurs during implementation, unnecessary delays will be encountered. This review needs to be completed prior to any project commencement.
Once legal documents are confirmed as current, a critical part of the customer requirements analysis phase is to sit down with HR and identify the various types of employment contracts. These normally consist of various word documents that you have used for different roles over a period of time. One of the decisions to make is how many base templates should exist, that have clauses added to using business rules. A good example is that normally you would have different templates for permanent employees and contractors, as the terms and conditions may be quite different. You need to start thinking about the business rules, data fields and specific contract clauses within each of your contracts/templates.
HROnboard has the ability to have up to three levels of approval of the Letter of Offer (LoO) before it is presented to the candidate. You need to think about what approvals might be required. For example, the first customisable approval option is often a HR peer review. If this review is required, then the names and email addresses of the HR team involved in reviews need to be collected, which we use to setup a user table. The second approval option is often to the Hiring Manager for review. This email address is captured online. The optional third approval person is usually a Senior Business Manager. If this is to be used, we need to collect the name, title and email address for all Senior Managers who have authority to approve employment contracts.
HROnboard has the ability to capture extra information around the onboarding process such as IT or Facilities Management requirements. This information is captured online when the Hiring Manager is presented with the LoO to approve, and is communicated to relevant Departments, if and when the candidate accepts the LoO. You need to work with all Departments and confirm what information they need to ensure everything is ready for when the candidate starts, such as phones and PC’s set up.
We can automate all onboarding activities such as doing background checks via integrating directly with third party background check suppliers and internal HRIS systems, alleviating the possibility of data errors and dual entry into multiple applications. If these are required, we need to understand what other vendors will be involved, to ensure we can integrate with them.
HROnboard has the ability to brand the entry screen and the employee portal with a company’s corporate colours and logo to fit within your brand guidelines. These brand guidelines and artwork need to be provided, ideally in high resolution.
HROnboard provides the ability to take a company’s existing documents and mark them up. It is essential that we get copies of all existing paper based documents (eg super, tax forms) used in the onboarding packs to load them into the system. Because we communicate with the candidate via a secure Internet portal, we have the capability to load a small corporate video, if the client wants to present this all new employees. If required, we will need a copy of this.
The current construct of all onboarding emails and text message communications need to be captured. We can provide you example text for these communications, such as congratulation emails, which you can modify to align with your corporate culture.
Once a new employee accepts their LoO and completes the entry of all data required to be employed at the company, other Departments need to be informed of the new employees’ work requirements so they are ready for them to start on Day 1. All of these Departments need to be comfortable using the system, so regular meetings and communications with these teams assist to get buy-in and to demonstrate the benefits of the system to all Departments involved in the onboarding process.
We need to establish the payroll queue where all new employees will be posted for processing by the Payroll team. This normally requires a new general payroll email address to be setup.
Information Technology (IT) needs to prepare for the new employee, which is often done by completing a form and sending it to IT. The new candidate may require specialised equipment or access to certain systems, computer needs (laptop or desktop), specialised software loaded or remote dial in access, etc. It is important to identify how IT are informed of these requirements manually, so we can capture the appropriate fields so that they can get the information they need presented in a consistent format to procure equipment.
Facilities Management also often needs to be informed of a new employee starting. Things like company car, parking, or mobile phone needs, for example. It is important to identify how the company deals with such notifications to these Departments so a communication can be improved with the new onboarding system.