Summary
Onboarding Process Summary:
Start Event:
- New employee accepts a job offer.
Process Flow:
- Receive Employment Documents
- Stakeholder: Recruiting Team → HR
- Activity: HR receives the signed contract and basic personal details.
- System: HR System
- Create Personnel Record in HR System
- Stakeholder: HR
- Activity: HR enters the new employee into the HR system, assigning a personnel number and official start date.
- System/Database: HR System
- Prepare and Dispatch Onboarding Documents
- Stakeholder: HR
- Activity: HR prepares tax forms, confidentiality agreements, and company policies.
- Event Type: Parallel tasks triggered
- Documents are either sent in advance or handed over on the first day.
- Notify IT and Employee’s Manager
- Stakeholder: HR
- Activity: HR informs IT and the hiring manager about the upcoming new hire.
- System: Internal communication tools
- Set Up IT Access and Equipment
- Stakeholder: IT Department
- Activity: IT configures user accounts, system access, and provides necessary equipment based on the employee's role.
- System: IT provisioning/system access tools
- Conduct Onboarding Session (First Day)
- Stakeholder: HR
- Activity: HR meets with the new employee for official onboarding session, where:
- Any remaining documents are collected
- Company policies are reviewed
- Time tracking and expense claim procedures are explained
- Badge, equipment, and workspace are assigned
- System: HR system (for document tracking)
- Team Introduction and Role Briefing
- Stakeholder: Hiring Manager
- Activity:
- The manager introduces the employee to teammates
- Explains job role, responsibilities, and first assignments
- Enrolls employee in mandatory trainings (e.g., compliance, safety, product)
- System: Training and Learning Management System
- Monitor Onboarding Progress
- Stakeholder: HR
- Activity: Over subsequent weeks, HR checks:
- Completion of training
- Collection of outstanding documents
- Feedback from employee and manager
- System: HR system, Feedback mechanisms
- Check Probation Period Outcome
- Gateway:
- If successful → Proceed
- If unsuccessful → Process ends differently (decision point stated, but no further steps provided in transcript)
- Update Employee Status
- Stakeholder: HR
- Activity: If probation is passed, HR updates the HR system to reflect the employee as confirmed.
- System: HR System
End Event:
- Employee passes the probation period and is officially confirmed in the HR system.
Note:
- If the probation period is not successfully completed, the process terminates differently, but no actions were described in the transcript for that path.
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