Equipping New Employees for First-Day Success
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Automating complex onboarding and offboarding processes

One of the largest, not-for-profit medical associations in the nation—with a stated mission to bring together physicians and communities to improve the nation’s health—found itself struggling to efficiently onboard new employees at a critical juncture. 

Just in time for the disruptive shift to remote work, our client engaged PSC to reimagine their collection of siloed, manual onboarding processes as a single streamlined workflow with a remote-accessible interface.

Our collaborative partnership produced a scalable and extensible solution that equipped stakeholders with a secure, one-stop dashboard that provides 360-degree visibility of the complete employee onboarding lifecycle.  

The Process

As with all process automation engagements, PSC broke ground with process mapping, engaging key stakeholders to chart the entire business process from position creation to fulfillment. We uncovered 5 distinct workstreams required to fully onboard a new employee, spanning multiple verticals and tracked in several applications.

Custom business logic accompanied each workstream: recruiting and hiring (Human Resources), space allocation (Facilities Management), hardware and software (Information Technology), System Access (Procurement) and peer mentorship. Each workstream also required its own approvals, and stored data in line-of-business applications spanning ServiceNow, Microsoft 365 and the client’s proprietary HRIS.   

Onboarding/Offboarding Automations

  • Centralized form with tabs for each of 5 workstreams
  • Stakeholders can approve or complete onboarding tasks directly from email or from their mobile devices
  • One-stop dashboard with KPIs across each sub-process
  • Data still updated in respective systems of record
  • Robust audit trail and reporting

By the Numbers

  • 5 distinct processes governed by independent systems of record, reduced to 1 form
  • Hundreds of new employees annually

 

The Team

PSC delivered this project using The PSC Way: our transparent delivery approach that provides clients flexibility to adjust scope while maximizing their budget. 

PSC Way teams ensure quality and transparency with project management, business analysis and quality assurance workstreams.

 

The Engagement

  • We hold frequent solution demos for client stakeholders, providing feedback channels after each iteration.
  • Azure DevOps tracks Application Lifecyle Management from user stories to automated deployments and testing.
  • We host monthly Executive Review meetings with executive leadership from PSC and our client, providing an opportunity to speak candidly about team performance and project direction.
  • We send Sprint Summary Reports after every sprint with burndown, velocity and backlog metrics to keep project on time and on budget.

 

The Solution

After our User Experience Design team presented prototypes to key Human Resources stakeholders, the Microsoft Power Platform empowered our development team to rapidly iterate on implementing the chosen design.

The new solution pairs a flexible, user-friendly PowerApps form with a sophisticated backend business logic and integration engine built on Power Automate

And the business process wasn’t all we automated; build and deploy pipelines running in Azure DevOps automatically promote code across development, testing, staging and production application lifecycles.

 

The Results

PSC reduced the number of forms required to onboard a single new hire from 5 to 1, saving hours of duplicate data entry and reducing human error. 

Beginning the moment a Hiring Manager posts a new position in the HRIS, each workstream progresses automatically at its own pace while collecting approvals and data needed to ready an employee’s enterprise identity for their first day of work. 

Stakeholders across all workstreams now possess a 360-degree view of the onboarding process of each employee, painting an accurate and actionable picture of the remaining work required to make new employees effective contributors from the moment they officially onboard.

Pains

  • The legacy onboarding/offboarding process required manual tracking across several line-of-business applications
  • Stakeholders lacked visibility across siloed sub-processes
  • Approvals and data entry took place in multiple systems of record
  • Inconsistent forms created a confusing user experience, resulting in missed deadlines and human error
  • Complex business logic across disconnected workstreams bred error-prone, one-off processes

Gains

  • A single application now tracks and automates all aspects of the employee onboarding process
  • An interactive dashboard provides an at-a-glance status for each onboarding sub-process for each employee
  • Stakeholders complete approvals via one-click actionable emails, progressing time-sensitive workflows from anywhere on their mobile device
  • A centralized form combines 5 sub-forms into a single, wizard-like user interface
  • Sub-process workflows run independently but “bubble up” to the parent onboarding workflow

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