HR Onboarding

The Technology HR Onboarding process

Overview

Below is an overview of the onboarding process from an IG Technology point of view. It caters for the touch points where there are systems interactions and areas of responsibility where IG Technology is involved.

Flow

  1. Recruitment New employees are captured in the PeopleFluent Recruitment Management System [RMS]. Once the users are moved into the Hired folder, the sync to the Payroll Administration System - Payspace is kicked off.
  2. Service Desk tickets New service desk tickets are logged for the user profile with all the liceincing and access requirements.
  3. PaySpace The Employee Record is created within Payspace via the PaySpace API. In the event that the API fails, an error report is generated via Email and sent to the recruitment team. The list of Error and responses can be found below. In the event of an Error, the record is updated in RMS, and resubmitted. Once the record arrives in Payspace, the employee record will be created or updated. This will mark the record as changed, to appear in the changed record set below.
  4. Sync The AD sync triggers every three hours. This service calls the Payspace API to return a list of all Changed records. These records are then processed, and profiles are created and updated in
    1. Active Directory [AD] A new user account is created in the PaySpace OU, or the existing record is updated. This is done every three hours for internal moves, and once a day at 05:00 for new employees. Jeff manaully runs Script which retrieves the
    2. PeopleFluent Talent Management [TM]
    3. The SharePoint ser list [Used for Documentation and power Apps]

SLA

Normal Flow

Recruitment To Payspace

  • SLA : 3 days
  • Override : HR to monitor - if not completed within 2 days - follow the expedite path

License allocation

  • SLA : 3 days
  • Override : Escalate to Jeff for immediate allocation with all relevant Information.
  • Default licenses will be F1 for all.
  • E1 requirements needs to be submitted with the FreshService ticket

Hardware acquisition

  • SLA : 5 days<
  • Override : In the event of the hardware not being available at the employee Start date, temporary hardware will be issued to the employee.
  • Special / custom hardware requirements needs to be stipulated within the Fresh Service Ticket - otherwise standard hardware will be procured

Expedited path

  • The expedited path is meant to be used in the event of exceptions to the SLA for the normal flow above, or in the event that an employee needs to be onboarded in a short amount of time.
  • To do this, the RMS, Payspace and AD accounts will need to be created manually.
  • The Payspace record needs to be created prior to populating the SharePoint list below.
  • Once the PaySpace records has been created, navigate to the HR SharePoint list
  • After creating the SharePoint record, a Power Automate flow will trigger the creation of a new AD account on the PaySpace OU
  • Once the AD account has been created, the new AD username will be updated into the SharePoint list.
  • After the AD user account has been created, HR to log a Fresh Service ticket to run the AD account, license, and access scripts manually. Be Aware - This will resend the notifications for all AD account created during the day again

Issue & Escalation

The most common issues relating to the onboarding process is documented in the Support->PD-AD Sync section of this site.

Known Errors and responses

To be completed by Carol - 10/09/2021

Last modified January 21, 2022: HTML format not supported in Hugo - changed HE Onboarding (0c82824)