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How to Automate New Employee Onboarding: Part 2

In our previous blog about “How to Automate New Employee Onboarding: Part 1”, we talked about the high-level process of onboarding new employees and what can be automated throughout the process.

Workflow for onboarding new employees

Looking back at the high-level process, there were numerous automated side processes produced with post functions when the initial onboarding request was created.

In this blog, we will look in more detail into the side process of technical preparation, such as making sure the new employee has access to their computer, phone, and required systems on the day of arrival. One of the post functions mentioned earlier created related issues for a system access request and computer request.

Let’s look further into those two processes.

Request for System Access

Many people have been in the position of starting at a new job, showing up on the first day, and not having all their required system access ready. In some cases, new employees need to chase down the system administrators in their first week on the job and beg for access to the core systems. This is definitely not impressing the employee and increasing the likelihood of an unsuccessful onboarding.

By automating the onboarding process, like the below example demonstrates, we will ensure that the system administrator gets the request for access in time, with the information they need to process the request, well in advance of the new employee arriving. So how do we do that?

How do we make sure that the new employee has the system access they need on the first day?

The simple answer is, “it all relies on the Insight data”.

When we create the initial onboarding request, a linked issue for system access is created. Based on the information in the onboarding request, we already have information about the employee, their role, department, manager, and more. You can see an example of the employee information in Insight below.

 

Detailed information about the employee are stored in Insight

 

In Insight, you can create relationships between different types of assets, which opens up numerous possibilities in terms of automation.

When the request for system access is created automatically, information about which systems to give access to is also filled out. This is possible because we have a relationship between roles and access rights in Insight. Each role needs access to specific systems, and because we know the role from the initial onboarding request, we also know which systems the new employee needs access to as you can see below.

 

How to Automate the Preparation of Your New Employees Arrival Part 2-2-1

 

Creating the access request automatically with the information needed to solve it, removes room for human error and increases the likelihood of the employee’s having the correct access to everything they need on their first day at work.

Request for Computer

Showing up at work for your first day to find out that your computer is not ready, is something that many have also experienced. Just like in our example of the system access, this is also something that happens way too often and does not have a good impact on the new employee’s onboarding experience.

Thankfully, Insight and Jira can also be used to minimize the risk of this happening too.

How can you minimize the risk of not having a computer ready for your new employee?

The process of having a computer ready for your new employee on their first day at work is slightly more complex than the access request.

Why? Because we might have a computer in stock, or we might need to purchase a new one.

We know from the initial onboarding request what computer model the new employee should get as the manager had to select it. Based on that, and with the help of the hardware inventory in Insight, we can check if there are available computers of the selected model. If we don’t have an available computer at the desired location, we trigger a new purchase order request in the “Choose or Order Computer” transition highlighted below.

Workflow for a computer request

 

If we have computers of the desired type in the inventory, then we will be prompted with a list of available computers in which we select the computer we want to assign to the new employee.

If the computer field is left empty, it will trigger a new purchase request.

When going through the workflow for the computer request, we automatically update some of the computer’s attributes depending on the transition. If we choose a computer that’s already in stock, the computer is added to the request and the owner attribute is updated to the new employee.

Newly purchased or not, the computer object in Insight stores information about its location and status, among other things. Here you can see an example of a computer object in Insight.

Computer asset details in Insight

 

When the computer is ready for pickup, we update the location of the computer to the same location as the new employee.

Once the computer has been delivered to the employee, the status of the computer is updated to “In Service” and the request is resolved. We now have a computer that is assigned to the new employee, at their location, and in service. The computer can then be used in Jira issues later on when the employee needs to request any kind of service or report a problem related to the computer.

Recap

In the examples above, we can see how the Insight objects are not only employees but also IT-related information, such as system access and computers.

Managing the different kinds of assets in Insight and creating relationships between them, is one of the features of Insight that makes it a really powerful tool. It allows for more automation and gives you more information about your asset dependencies.

The image below shows the data relationships between the different types of assets in Insight that we talked about in our examples above.

Creating relationships like these can add great value to your Insight implementation.

Object Schema graph in Insight provides an overview of the relationships between different object types

 

Let’s summarize the steps taken in the process for our two examples. In both examples, the linked requests were automatically created when the onboarding request was created.

System Access Request:

  • Because of the data in the onboarding request, we were able to automatically fill what system access the new employee needs based on their assigned role.
  • With details about which system access the new employee needed, the system administrator was able to quickly process the request.

Computer Request:

  • Because of the data in the onboarding request, we knew the computer model needed.
  • Based on the computer model, we could easily see if there were available computers in stock or if we needed to purchase a new one.
  • For each computer in stock, we could see the location which helped us decide whether we wanted to assign it to the new employee or purchase a new one.
  • The computer’s owner, location, and status were updated throughout the process by assigning the computer to the new employee (owner), updating the computer’s location to the same location as the employee, and finally updating the status to “In Service” when it was delivered to the employee.

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Mindville is working with a number of partners worldwide that can help customers adjust Insight and Jira to their needs. Find a partner near you.

 

Originally published Jun 23, 2020 8:19:59 AM