In this post we will have a look at an example of using Microsoft SharePoint 2013 / Office 365 to automate a form usually filled in manually when a new employee joins the organisation.
The overall idea is that SharePoint can be a great tool to replace paper based forms because of the following reasons:
- SharePoint is an adequate location to store records
- It provides web based forms so that they can be accessed from anywhere/anytime
- The workflow engine enables notifications and process flow for the form between various stakeholders.
My example has the following basic workflow can be mapped out:
The HR Personnel would hop onto the local company intranet, go to the HR section and select “New Employee Form”. Then they would then fill in the minimum required information and submit the form to start the process.
The assigned manager of the new employee receives an email notification with a link.
When clicked, the link opens the new employee profile page. The manager will then fill in some additional fields in relation to the employee’s roles and responsibilities within his/her department and finally submit the form.
The IT department will then receive a notification email informing them that a new employee is joining the organisation.
They will then assign to them the required security roles and access to the various IT systems. Microsoft SharePoint can take things a step further by automating certain IT tasks like creating an Active Directory account and setting up a Microsoft Exchange mailbox etc
Upon completion of the form, the HR personnel receives a notification email letting them know that the process has been complete.
In summary, transposing manual forms into Microsoft SharePoint web forms and making them easily accessible through mobile interfaces can achieve great efficiency within the organisation.
Here is a short list of more forms that can be automated using Microsoft SharePoint and Office 365:
- Travel Request
- Leave Form
- Expenses Management Form
- New order form
- Incident Form
To find out how Empower IT can help you automate your processes by using Microsoft SharePoint and Office 365 click here.
Other articles that may be of interest:
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.
Microsoft SharePoint HR serves as a portal for Human Resources to maintain up-to-date employee information, manage hiring and on-boarding processes and track staff performance.
The Empower IT Employee On-boarding Solution automates all your on-boarding tasks in order to reduce the time required for new hires to become acquainted with their new company and their role within it.