Using SharePoint to Automate Employee On-Boarding (Part 1)


Have you ever started a new job and waited for days just to get a login to your workstation? And even possibly had to play musical PC’s while your new workstation was still in transit from corporate head office? These are just some of the issues faced in larger organisations within their HR employee on-boarding processes.

The employee on-boarding process does not simply begin on the employee’s first day and depending on the role of the employee, there might be a variety of checklists and process participants.

The problem is that people are people and they forget, get sick, get called out, and most of the time are just busy and thus there is going to be waiting time in order to get multiple people to orchestrate your new employee form before you start doing meaningful work!

What’s the solution?

In short, it’s using Microsoft SharePoint in order to automate the organisation’s on-boarding processes.

How is it done?

The most important points (I feel) for automating this process is to:

  • Have a documented process
  • Know your compliance and regulatory requirements
  • Have the Human Resources (HR) department driving the process
  • Have clear goals (why are we spending the money?)


Let’s take a very simple Employee on boarding example that has been illustrated in the following diagram:


Even with a simple example as above we can identify several process actors:

  • Employee
  • HR Personnel
  • Payroll Manager
  • Employee Manager
  • Helpdesk support
  • Procurement Officer
  • IT and Infrastructure
  • Building Security
  • Training officer

So where to from here?

The next step is to select which parts of the process you can automate (given budget, time and user competencies) by mapping it out in more detail. The idea is to always come back to the goals that you set out for the exercise. The following mapped out sub-process is typically for the procurement of a new PC:


In the next part of the post I will look at how we can build the process above in SharePoint and provide access to the relevant stakeholders.

Some of the benefits of automating forms in Microsoft SharePoint:

  • More time to do real work
  • Less time chasing others with phone calls / emails
  • Paper based forms become electronic
  • Better governance of the process
  • Easy to use
  • Easy to maintain
  • Compliance with internal Mandates

For more information about SharePoint, click here.

Other articles that may be of interest: