HRM-01-SOP-011 On-Boarding

Standard Operating Procedure

Department HR Services Department
Process Owner HR Services Manager
Revision Date

Printed on: 13-06-2018 Revision 1 of 11 Issued on:

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1. Objectives of the Business Process............................................................................................3
2. Process Scope............................................................................................................................3
3. Authority Matrix (RACI)...............................................................................................................4
4. Work Instructions........................................................................................................................5
5. Process Metrics (KPIs)...............................................................................................................7
6. List of Supporting Documents.....................................................................................................8
7. List of Supporting Applications....................................................................................................9
8. Process Map.............................................................................................................................10

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1. Objectives of the Business Process
To help new employees reach full productivity as quickly as possible

2. Process Scope
Line Managers, Colleagues and HRBPs help new staff to settle in quickly

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3. Authority Matrix (RACI)

Hiring manager

New Employee
Line Manager

Recruitment
HR Director
Facilitities

Personnel

Satefy
HRBP

IT
Talent Management

1. Confirm Hire A
2. Generate Oracle ID and Oracle HCM profile I A
3. Notify of joining date and submit on-boarding checklist I I A
4. Coordinate with stakeholders to complete on-boarding
C C A C
checklist
5. Confirm checklist completion A
6. Attend Orientation R R R R A
7. Introduce employee to colleagues and familiarize with
A
company premises and policies

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4. Work Instructions

# Process Step Aligned Positions/Roles Work Instructions Input/Output

2 Confirm Hire • Recruitment (A) Recruitment confirms tha the offer of
employment has been accepted and passes the
start date to the HRBP and Line Manager
3 Generate Oracle ID and Oracle • Hiring manager (I) HR-Personnel set up an employee profile in
HCM profile • Personnel (A) Oracle HR allowing ESSCEC to assign the new
employee to a post or projects and to pay the
employee
4 Notify of joining date and • HRBP (I) The HR Business Partner responsible for the new Output: On-boarding Checklist
submit on-boarding checklist • Line Manager (I) employee issues an Onboarding Checklist to (Oracle) (TOBE)
• Personnel (A) other departnemetns to ensure that the new
employee can start immediately. The Checklist
will include things like security access, IT
equipment, email and system accounts and
somewhere to work.
6 Coordinate with stakeholders • Facilitities (C) The Onboarding Stakeholders will complete the Input: On-boarding Checklist
to complete on-boarding • IT (C) actions listed in the Onboarding Checklist (Oracle) (TOBE)
checklist • Line Manager (A)
• Personnel (C)

7 Confirm checklist completion • Line Manager (A) Having completed the actions in the Onboacrding Input: On-boarding Checklist
Checklist, Deaprtments should confirm that the (Oracle) (TOBE)
actions are complete in Oracle. This allows the
Line Manager to know that everything is ready
for the new employee
8 Attend Orientation • HR Director (R) The Recruitment team regularly organises an
• Talent Management (A) Orientation session and new employees should
• IT (R) attend as soon as possible. The Orientation

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 # Process Step Aligned Positions/Roles Work Instructions Input/Output
• New Employee (R) session is the quickest way to find out about
• Satefy (R) company procedures and policies, its
organisation, its customers and competitors and
how things get done. It wil lalos help the new
employee know who to ask about any problems.
9 Introduce employee to • Line Manager (A) Formal orientaiton deals with facts, but new
colleagues and familiarize with employees need to build relationships with
company premises and policies colleagues in order to make their full
contribution. Line managers should therefore
introduce new employees to other memebers of
the team and more senior line managers as well
as arrangign introductions to key colleagues in
other departments. Providing new employees
with a tour of the building may be delegated to a
peer of the new employee.

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5. Process Metrics (KPIs)

KPI name Description Actual Target Minimum Maximu Tolerance Actual Target Unit Calculation Indicator
time time value m value range value value type
period period
Achieve Onboarding
Satisfaction Index

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6. List of Supporting Documents

Document Name Document Reference Link to DMS

On-boarding Checklist (Oracle)
(TOBE)

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7. List of Supporting Applications

Application Name Application Reference Link to Application

Oracle system
Oracle Taleo

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8. Process Map

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 HRM-01-SOP-011 On-Boarding

P rocess ow ne r P rocess sta tus: P rO R eview ed

H R M -03-S O P -001
R ecruitm ent

S ystem updated
to re fle ct
acceptance...

R ecruitm ent

C onfirm H ire

O racle Ta leo

P ersonnel
G enera te O racle
ID and O racle
H C M profile
H iring m anager

O racle system

P ersonnel

HRBP

N otify of joining
date a nd sub m it
on-bo arding... Line M anage r

O n-boa rding
O racle system
C hecklist...

ALL

T he jo ining date
S ervice R eq uest
and subm it on-
logged
boarding ...

Line M anage r
O n-boa rding
C hecklist...

F acilitities IT M -17-S O P -0 03
C oordinate w ith
M anage requests
stakeholders to
for service
com plete o n-
boarding che cklist
P ersonnel

IT

O n-boa rding R equest for

checklist S ervice
com pleted O racle system C om pleted

ALL
O n-boa rding
C hecklist...

Line M anage r
C onfirm checklist
com pletion
O racle system

Ta lent
M anage m ent

S atefy
A ttend
O rientation

IT

H R D irecto r

N ew E m ployee

Introduce em ployee to
colleagues and
fam iliarize w ith Line M anage r
com pany prem ises
and policies

E m ployee to colleagues
and fa m iliarize w ith
com pany prem ises and
policie s is Introduced

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