How ACME completes employee onboarding tasks and activities such as orientation, training, paperwork, and the provisioning of necessary tools and resources to help new employees become acclimated and productive at ACME.
▶️ Process Diagram
📝 Process Owner:
Seat responsible for maintaining/updating this process moving forward:
- HR - Lynne Puttman Dibley
🏁 Start Event:
This process starts when:
- Applicant has accepted the offered position at ACME.
✅ End Result:
The end result of this process will be:
- New Hire is properly set up within all software's by the IT Department.
- Assigned all required state and department trainings.
- Placed in the queue with the benefits broker for setup following the 60 day eligibility.
🔑 Seats Involved:
The key internal/external seats involved in this process:
Internal:
- HR
- IT
- Hiring Manager
- Accounting Manager
External:
- Benefits Broker (Tyler Cross)
📈 Process Measurables:
How we measure the success of this process:
- Number of new hires per week
- Glassdoor review score
📚 Supporting Materials:
Materials utilized to complete this process:
New Hire Onboarding Packet
- Done in the Bamboo HR platform.
Onboard IT Document
- IT completes this document and provides it to HR
- Includes the new hire's email and passwords for appropriate software's.
Evaluation Forms:
💻 Supporting Software:
Software utilized to complete this process:
- Bamboo HR
- Track Payroll
🎥 Walkthrough: Employee Onboarding Process at ACME House Co.
➡️ 1. Candidate Accepts ACME'S Offer
HR - Start the New Hire's Onboarding Process (Bamboo HR)
- In Bamboo HR, select the new hire's resume
- This will automatically migrate the new hire to the onboarding process within the system
- Input the New Hire's Information:
- Name
- Address
- Hire Date
- Employee Number
Bamboo HR Automation - New Hire Packet Auto Sends to the New Hire (Bamboo HR)
- The New Hire Packet is automatically generated, and sent to the new hire's email address
- This packet requests critical information from the new hire, as well as signatures.
- Currently, ACME'S New Hire Packet includes the following documentation:
- Tax Information
- Direct Deposit
- Drug Screening
- Permission for Background Check
New Hire - Complete the New Hire Packet and Signatures (Bamboo HR)
- The new hire will complete and sign all requested documentation:
- Tax Information
- Direct Deposit
- Drug Screening
- Permission for Background Check
❗️Once the new hire completes all documentation, and provides the required signatures, the completed New Hire Packet will be sent back to the Bamboo HR system.
HR - Add Necessary Employee Options Into the System (Bamboo HR)
- One HR receives completed paperwork from the new hire
- Based on the employees position, input the required options into the Bamboo HR system:
- Time Tracking: Only if the employee is hourly
- Employee Access - Set to: "Online Login - Always"
- Training Access - Set to: "All"
- Add Manager Access: Only if the new hire is a management position
- Time Off Modules:
- Sick
- Vacation and No Pay
➡️ 2. Notify Required Parties of New Hire
HR - Notify All ACME Managers (Slack)
- Send a Slack message to all ACME managers
- Include the following information in the Slack message:
- New Hire Info
- Start Date
HR - Send New Hire Meet & Greet Invites (Google Meets)
- Schedule a New Hire Meet & Greet using Google Meets
- Invite all ACME managers and include the Google Meets link
HR - Notify the IT Department (Slack)
- Send a Slack message to the IT Department so they can begin completing the new hire setup
- Send to: Jay Borromei
- Include the following new hire information:
-
- Name
- Title
- Role
- Start Date
- Due Date of Setup
-
➡️ 3. Setup Software & Hardware IT Dept.
IT Department - Setup the New Hire's Software Access
- Complete Software Setup for the new hire including all necessary usernames & passwords
- Create a copy of the "Onboarding IT Document":
- This document includes all software login info for new hire
IT Department - Send HR the "Onboarding IT Doc" (via email)
- Email the document to HR once it is complete
➡️ 4. Complete New Hire First Day Orientation
HR - Meet with the New Hire to Review/Sign Paperwork
- Meet with the new hire
- Review the ACME Handbook, and all key ACME policies with the new hire
- Have the new hire review and sign all required paperwork
- Paperwork & Policies to Review/Sign:
- I-9 Documentation
- Hardware Acknowledgement Form
- On Board Doc from IT
- Download Bamboo HR as that is employee file
- New Hire Brochures given to Employee per State of California
- Upcoming training - Prevention of Harassment in the Workplace
- Benefit Timeline Discussion - Day 60
- Review Employee Handbook - highlights are:
- Vacation, Sick and no pay leaves
- Bereavement Leave
- Holidays
- School Activities Leave
- Complaint process
- Reasonable Accommodations
- Workers Compensation
- Employment of Relatives
- Employee Reviews
- Solicitation and Distribution of Literature
- Employee Conduct/Ethics
- Dress Code
- Drug Policy
- Other Employment
- Prohibited Conduct
- Punctuality and Attendance
- Rest Breaks and Meal Periods
- No Call/No Show Procedure
- Go over work schedule
HR - Introduce the New Hire to the Manager
- Take the new hire to their manager for an introduction
- The manager will share relevant information with the new hire such as what they do at ACME
HR -Take the New Hire on a Tour of ACME House Co.
- Show the new hire all relevant locations at ACME House Co.
➡️ 5. Complete New Hire Second Day Orientation
HR - Have Lunch in the HR Office with the New Hire and the Manager
➡️ 6. Assign Necessary New Hire Trainings
HR - Assign the New Hire all State Trainings
- Assign the new hire all mandatory state trainings
- Ensure the new hire is assigned these trainings within the first month
Manager - Review and Assign Departmental Trainings
- The new hire's manager prepares relevant departmental trainings
- The manager will review these trainings with the new hire and assign them for completion
➡️ 7. Complete New Hire Benefits Setup
HR - Contact the Appropriate Benefits Broker (via email)
- Email the benefits broker:
- Tyler Cross
- tyler@boelzner.com
- Include all relevant information related to the new hire:
-
- Name
- Age
- Start Date
-
❗️The benefits broker will add the new hire to the benefits que once this is ready. The new hire will not officially be set up for benefits until they have completed the 60 day eligibility period.
HR - Complete Benefits Setup
- Complete benefits setup once the new hire has completed their 60 day eligibility
➡️ 8. Perform Annual Reviews (Hourly & Salary)
HR - Provide the Self Evaluation Form to the Employee
- Send the Self Evaluation Form to the employee
- Track the employees progress/completion status
Employee - Complete and Return the Employee Self Evaluation Form
- Complete the Self Evaluation Form
- Send the completed copy back to HR
Manager - Complete the Reviewer Form
- Complete the Reviewer Form for the specific employee
- Outline the following information:
- What you're proud of
- What needs improvement
HR/Manager/Employee - Schedule/Hold the Annual Review Meeting
- Schedule an annual review meeting between:
- HR
- Manager
- Employee
HR - Upload Completed Evaluation/Review Forms (Bamboo HR)
- Upload all applicable forms to the Bamboo HR system:
- Employee Self Evaluation Form
- Manager Review Form
❗️If the employee will be receiving a compensation raise based on the Annual Review outcome, this information must be updated into the Bamboo HR system (see below)
HR - Update the Employees Compensation Rate (Bamboo HR)
- Adjust the employees compensation to account for the raise in Bamboo HR
- The information from Bamboo HR automatically migrates to the payroll system (Track)