Onboarding Best Practices, Part 2

The next major category of possible tasks for a Transactional Onboarding system is the automation of the flow of data.  In the previous blog I talked about the automation of data collection and forms; while there’s plenty of efficiency to be gained from replacing the manual forms filling process with an automated one, there’s a whole bunch more efficiency to be gained by automatically handling that data and forms.

These tasks represent the near-instant processing of data collected by the onboarding system into other systems or partner systems.  Onboarding systems have the obvious benefit that data is collected in electronic form, and signficant value is achieved by eliminating costs associated with moving (i.e. shipping) new employee forms, including the cost of the forms themselves, shipping and postage fees, document latency costs (more on this in the next paragraph), long term document storage costs, and especially the elimination of of re-keying data through integration with other systems.

A very real and tangible example of the costs of document latency: thousands of dollars are available to employers in tax credits, but some of those tax credits can only be claimed within the first 28 days of employment.  If you have a distributed environment with many locations and new hire forms can’t be received in the home office for analysis and tax credit qualification AND submitted to the IRS within 28 days, then the company may have missed an opportunity at thousands of dollars in tax credits.  If you hire hundreds or thousands of employees a year, document latency could be costing you millions of dollars a year–I believe we’ll have an actual case study out on this topic in the next few months.

So here’s a list of the systems that onboarding is commonly tasked to integrate with:

o   Applicant Tracking and Recruiting

o   HRMS

o   Payroll

o   Time and Attendance

o   Learning Management

o   Employee and Manager Self Service Portals

o   E-Verify (Immigration & Naturalization Service)

o   Workforce Analytics and Reporting

o   Benefits Management

o   Benefits Enrollment Processing Partners

o   Background Testing Partners

o   Drug Testing Partners

o   Unemployment Insurance Outsourcing Partners

o   State Newhire Reporting Systems

o   Tax Credit Outsourcing Partners

o   Document, Content, and Records Management Systems

o   Risk Management Partners

o   Other Business Operational Systems

o   Facility Security Systems

o   Accounting, ERP, or Supply Chain Management Systems

o   IT Systems

o   Network Security: ActiveDirectory, LDAP, etc.

o   Systems & Equipment Provisioning

o   Email, Blackberry, and Communications Provisioning

o   Employee Collaboration Systems

§  Microsoft SharePoint

§  Corporate Social Networks

In my next blog, we’ll discuss the wonderful world of ensuring compliance with a transactional onboarding system 🙂

2 thoughts on “Onboarding Best Practices, Part 2

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