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 entry of the person or in the allocation of the workstation. Bizagi offers a new template Onboarding Process to assist companies in this process. Onboarding refers to integrate new employees into the organization, prepare them for successfully execute their job and to become productive members of the organization. The onboarding automates and reduces the timescale in actions such as Inform the new employee required documentation for the contract signing and company policies, request access rights and implements for the workplace, create a Welcome plan for the employee´s first week in the company. An effective employee onboarding program serves to: • Reduces the new employee anxiety, if the employee feels comfortable, he or she can focus on learn new duties. • Set a Context, the new employee can understands how can contribute to the group mission and goals. • Create a connection between the company and the new employee. The Onboarding Template can help your new employees fell that their belong and are able to quickly contribute to their new department and work group, increasing their productivity since day one. Id_29ed8dd0-4e22-47ea-8afd-2f716357ca89 Id_265c751f-447e-4c8d-9406-a67cc89d360d Id_dacb6de4-8982-45f2-9589-d84b91bd1b6d Id_397697a7-979c-434d-9008-082dfcd1d559 Id_0ed7fdd1-bed1-4135-b445-f31743985e42 Id_890a2df0-a4ad-44c0-b241-3f3d7e7f2a0f Id_0e8faefc-84ca-40c5-91b1-2b8862f69515 Id_a4a19fd3-cd52-4665-9b0f-9ee2edb8bc54 Id_979e2ca4-3259-4066-b298-fe9dec3de53b Id_844de19f-73e2-4245-85e5-49b94bd1d2e8 Id_dfbee0b5-25ed-4520-b3f2-2c6265b03617 Id_68d42208-8e24-4dd9-980d-f16889c30033 Id_1a6ae73a-0b42-42bc-893c-e2612372c0d8 Id_f694a908-aeac-47f7-ab5f-c8818792eb5c Id_44780dd3-a55d-45f4-b4a1-2cac02119b9a Id_a3666873-c92f-405d-ba0f-6c9f9a8356eb Id_31027b45-90b0-429e-b612-d09e9fb23fdc Id_a95ae592-d4d9-4279-88c7-f1dc1f86ff07 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 include four tables:Mandatory documents: Documents that the employee must sign before his first day of work. Optional documents: Documents that 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.   Table Analyst of Human Resources Table form_NewHireActionsandDocuments Principal Activity Form files\attachments\4_newhireactions documents.jpg Table 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. Table On Enter Set the Company policies and the Employment Forms. On Exit Remove the Employment Forms and Company Policies that were not selected Table   Id_a73f02cb-9ab6-4741-b02c-549aa780e715 Id_295f5244-265a-406a-b094-1b66be85e8a6 This activity helps the new employee´s boss to request the necessary elements and permissions for the new employee. The form includes tree tables:Employees 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 employees first week. It must include activities where the employee is informed about their role, working team, performance measurements, among other things. Table New employee´s boss The activity is performed by the person who made the personnel requisition or the new employee´s boss Table frm_Set_employee_requirements_welcome_plan Principal Activity Form files\attachments\6_setemployeesrequirements.jpg Table 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. Table On Enter Set the Acces Rigths, Employee Requirements and Welcome Plan Activities. Remove the Acces Rigths, Employee Requirements and Welcome Plan Activities that were not selected On Exit Table   Id_cd48a1c3-d98e-433d-9eec-7280d2fbcdb3 Id_e6fd596b-4445-4545-9bcc-42ce96f051f4 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. Id_2a135d45-2044-4d69-bef3-37fb49f58f98 Id_a73f02cb-9ab6-4741-b02c-549aa780e715 Id_cd48a1c3-d98e-433d-9eec-7280d2fbcdb3 Before the arrival of the new employee, it is necessary to prepare the workstation with all the items requested by the boss. Table Purchase Asistant Table frm_Set_up_worksation Principal Activity Form files\attachments\8_setupworkstation.jpg Table All the items requested must be ready before the employee arrives. Table Table   Id_e543bb94-ede5-47eb-9b5e-5b3c4d317673 Id_d48fc1e3-9fe3-4c84-99a5-32a1bc237184 Id_19135dee-9794-419a-aeb2-5ad710d06392 Id_d48fc1e3-9fe3-4c84-99a5-32a1bc237184 Id_4f3c5e45-145b-4d51-81f9-38ce2b87b94f Id_b6abd249-359f-4a63-b923-c2f5e0500c25 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.  Table New Employee Table frm_firts_week_activities_checklist Principal Activity Form files\attachments\9_fillfirstactivities.jpg Table It is necessary to read and acknowledge all the company policies. Table Table Id_aad8ee28-57b1-4687-a8d6-053514e561ea Id_b6abd249-359f-4a63-b923-c2f5e0500c25 It is necessary to include the new employees information such as Name, Last Name, Personal Email, Curriculum Vitae, starting date, information relating to the position and the agreed salary. Table Analyst of Human Resources Table frm_New_Employee_Information Principal Activity Form files\attachments\3_newemployeeinformation.jpg Table Table On Save The job information is loaded from a parameter. Table   Id_6fbb6a81-a16e-4463-974f-59eb702b6732 Id_ce83fbd0-2452-4ac6-b434-8c5d484d8bfe 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. Id_a95ae592-d4d9-4279-88c7-f1dc1f86ff07 Id_6fbb6a81-a16e-4463-974f-59eb702b6732 Id_1cc73ddd-95c4-4dd2-bffa-d8a6faf41b0f 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. Table IT Administrator Table frm_Grant_IT_Acces_rights Principal Activity Form files\attachments\7_grant_it_accessrights.jpg Table All the requirements set by the boss must to be completed. 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. Table Table Id_e6fd596b-4445-4545-9bcc-42ce96f051f4 Id_b31b36ee-2af9-4fc8-aad6-61542a40fdc3 An email is sent to the new employee´s email with the activity plan proposed by the boss and the Access Rights information. Table Table Inform about the Welcome Plan and Initial Acitivities, Assignments etc. New employee Boss Welcome Plan and Initial Acitivities, Assignments 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.areaName> 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 Id_b31b36ee-2af9-4fc8-aad6-61542a40fdc3 Id_e543bb94-ede5-47eb-9b5e-5b3c4d317673 Id_1cc73ddd-95c4-4dd2-bffa-d8a6faf41b0f Id_ce83fbd0-2452-4ac6-b434-8c5d484d8bfe Id_2a135d45-2044-4d69-bef3-37fb49f58f98 It is necessary to wait for the starting date to perform the next activity. Id_4f3c5e45-145b-4d51-81f9-38ce2b87b94f Id_aad8ee28-57b1-4687-a8d6-053514e561ea 2016-08-26T00:00:00 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.   Table Table Inform about the hire actions and documents 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 Id_295f5244-265a-406a-b094-1b66be85e8a6 Id_061b2485-d1d5-44a6-ac48-e4b847559df9 It is necessary to wait for the contract signing date to perform the Signing Contract activity. Id_061b2485-d1d5-44a6-ac48-e4b847559df9 Id_12a76928-a1a7-425f-88e4-bb52e278c9d1 2016-08-26T00:00:00 If the process does not come from Recruitment and Selection Process, it is necessary to include the new employee information. 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, salary, among other things. In this case the next activity will be New Hire Actions and Documents. In this activity the Human Resources analyst will have a check list that includes all the documentation required for the employee to sign, 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. Id_12a76928-a1a7-425f-88e4-bb52e278c9d1 Id_19135dee-9794-419a-aeb2-5ad710d06392 The boss of the new employee (The person who makes the personnel requisition). The person who belongs to the Human Resources area, he or she must lead the onboarding process. The person who was selected to fill a vacancy. The administrator of the IT area. 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 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. Notify assignment Si No Interfaces System Description Version control Date Version Description Author Forms Name Description Prototype Query Forms Name Description ProtoType Definitions Name Description Automation Scope Duration Administration forms Name Description Prototype Summary forms Name Description Prototype Actions Type On Enter On Save On Exit Description Process path Global Forms Name Description Prototype Tabs Name Description ProtoType Notifications Description Recipients Email subject Email body Process owner Duration Forms behaviors Validations, Behaviors, Actions, filters and buttons Description Objectives Annexes Name File Allocations Condition Description c0ef4f1f-e264-40d2-9601-7efe06ee1f78 2089ee9f-5ee7-48c1-9572-33861867dd83 8d3c8776-3114-485c-9adb-1753deee001d 4c1c1709-2623-4d55-8554-e48d73d8bbb2 8cd1829d-b1be-4102-a04a-810abdc69c94 15d0e480-d2fb-4cb6-bd48-0668609c53a7 4f203e71-021a-4482-9d8e-4151c39400d4 3c45f205-ca35-49dd-884d-f034cb02508e 1547a14b-9996-42e1-ac15-0d5038e6525e 3561bdb8-fcfd-469a-ad0a-85e5366be9f3 76c62d9f-07c7-4c7f-84de-6ffae050cc11 df689c33-c087-42cf-9324-20d0e2c15905 0c25b48f-151e-49d4-8cad-ff61f89c92cb 2d782805-dcd0-4c83-a7bf-10c823a6fe9d e0681aa9-09f0-4be4-93bb-f8b6da0917f4 08f4e69a-0bd6-4335-876f-798f9fd36bae 15133f61-4f5b-4236-b719-dd79f9b6c533 959437e7-99c1-48b6-b16f-886da338aa2a 4830abaa-6faf-419a-9d5e-8ed5e6605a54 8578ecfc-8442-4b5c-aa6a-76d3fa6bfaad 4830abaa-6faf-419a-9d5e-8ed5e6605a54 8578ecfc-8442-4b5c-aa6a-76d3fa6bfaad 0961b019-62ca-45d6-ab25-d8012649542e 4830abaa-6faf-419a-9d5e-8ed5e6605a54 2d782805-dcd0-4c83-a7bf-10c823a6fe9d e0681aa9-09f0-4be4-93bb-f8b6da0917f4 08f4e69a-0bd6-4335-876f-798f9fd36bae 15133f61-4f5b-4236-b719-dd79f9b6c533 959437e7-99c1-48b6-b16f-886da338aa2a 4830abaa-6faf-419a-9d5e-8ed5e6605a54 8578ecfc-8442-4b5c-aa6a-76d3fa6bfaad e0681aa9-09f0-4be4-93bb-f8b6da0917f4 08f4e69a-0bd6-4335-876f-798f9fd36bae 15133f61-4f5b-4236-b719-dd79f9b6c533 959437e7-99c1-48b6-b16f-886da338aa2a 4830abaa-6faf-419a-9d5e-8ed5e6605a54 8578ecfc-8442-4b5c-aa6a-76d3fa6bfaad 2d782805-dcd0-4c83-a7bf-10c823a6fe9d e0681aa9-09f0-4be4-93bb-f8b6da0917f4 08f4e69a-0bd6-4335-876f-798f9fd36bae 15133f61-4f5b-4236-b719-dd79f9b6c533 959437e7-99c1-48b6-b16f-886da338aa2a 4830abaa-6faf-419a-9d5e-8ed5e6605a54 8578ecfc-8442-4b5c-aa6a-76d3fa6bfaad 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 entry of the person or in the allocation of the workstation. Bizagi offers a new template Onboarding Process to assist companies in this process. Onboarding refers to integrate new employees into the organization, prepare them for successfully execute their job and to become productive members of the organization. The onboarding automates and reduces the timescale in actions such as Inform the new employee required documentation for the contract signing and company policies, request access rights and implements for the workplace, create a Welcome plan for the employee´s first week in the company. An effective employee onboarding program serves to: • Reduces the new employee anxiety, if the employee feels comfortable, he or she can focus on learn new duties. • Set a Context, the new employee can understands how can contribute to the group mission and goals. • Create a connection between the company and the new employee. The Onboarding Template can help your new employees fell that their belong and are able to quickly contribute to their new department and work group, increasing their productivity since day one.