New Hire OnBoarding Brainstorming

[Andrew Meza]

Hello Community, I have a question to see if you all can help me out on how I can successfully improve our onboarding. (question at the end of the post)

I am designing it as an order guide at the moment.

Right now, users submit a request for a new worker to Onboard. The order guide starts with 4 questions

1. Is this new hire an FTE or Contingent Worker?
   • If FTE > Rule Base: (form) FTE Account Details
   • If Contingent Worker > Rule Base: (form) Contingent Worker Account Details
2. Will the new hire need any hardware?
   • If YES > drop down a list of hardware to select
     • Rule Base: (form) [selected hardware}
3. Will the new hire need any purchased software?
   • If YES drop down a list of software to select 
     • Rule Base: (form) [selected software]
4. Will the new hire need any additional application access?
   • If YES > drop down a list of applications to select
     • Rule Base: (form) [selected application]

QUESTION: For the last 2 questions for software and application access those fulfillment groups cannot do anything without network credentials being established. So, for example, if they opt in for Adobe Pro there is no email to send the license to. Is there any way to delay all the RITMs from being submitted until AFTER a RITM from question #1 is created and closed. After they close that then there is a user created in AD and the rest of the fulfillment groups can take care of what they need to. I almost need to delay the order guide from submitting all of these forms at once. Is this possible?

[priyatam_pvp]

I have done a similar implementation for our client, we structured the process to collect all necessary details at the initiation stage while ensuring that fulfilment tasks are triggered sequentially to the respective teams.

For example, in an FTE request workflow:

1. Active Directory (AD) & Email Setup:

•The first task is assigned to the IT Fulfillment Team to create the AD record, and Outlook account, and generate the Short ID and email.

•Once completed, they update the task variables with the required information and close the task.

2. Asset Allocation (If Applicable):

•The second task is triggered for the Asset Management Team,  where they allocate the necessary hardware and provide the SAP ID or Asset ID.

3. Software & Application Access:

•The final task is assigned to the Application Support Team, who proceed with software and access provisioning based on inputs from the previous tasks.

Marking this as helpful if it adds value to your process.