Compression of “on-boarding” and “off-boarding” cycle time from months to days
A motorcyle manufacturer used an informal network of IT and word documents to “on-board” and “off-board” temporary and supplemental employees. Co-ordination was not defined for the process, nor was there a formal end. Supervisors had no expected completion dates, nor did they know when and if a request had stopped being fulfilled.
(+) Business Need
They needed to provide a formal, automated process that started shortly before the employee expected to start work, and ended with a fully provisioned set of IT services on the first day of work. This same process needed to be capable of making changes to the provisioning rules for an employee who was changing jobs or locations within the company, and, be able to “off board” an employee at the time of separation.
(+) Solution
EmeriConINIT
We helped define an optimal BPM/ODM solution project and developed the business case that could justify the new production implementation of the “on-boarding” process including these elements:
- Job code to notify IT of a new hire
- Automations that created a work list
- Business rules to manage the sequencing of steps within the work list (e.g. network access before application access)
- Tasks that were fully automated, such as setting up an ID and password, or updating an ACL
- Status monitoring of any request
- Appropriate signoff at the formal end of the process
- Benchmarking of the process against quality metrics
(+) Results
The anticipated benefits of the proposed solution included:
- Large scale productivity improvements for new employees –some had previously been without hardware or software for as much as 3 months;
- Visibility to process and requests for improved customer satisfaction
- Compression of cycle time from months to days
- Accountability for assets and access
- Audit requirements integrated into the process
- 50% reduction of staff dedicated to provisioning
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