Using SharePoint to Automate Employee On-Boarding (Part 2)

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:

Sample New Employee Form process in Microsoft SharePoint and Office 365

Sample New Employee Form process in Microsoft SharePoint and Office 365

Step 1.

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.

New Employee Form in SharePoint

New Employee Form in SharePoint

Step 2.

The assigned manager of the new employee receives an email notification with a link.

Email workflow from Microsoft SharePoint Form

Email workflow from Microsoft SharePoint Form

Step 3.

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.

Using Workflow Automation in Microsoft SharePoint Web Forms

Using Workflow Automation in Microsoft SharePoint Web Forms

Step 4.

The IT department will then receive a notification email informing them that a new employee is joining the organisation.

Step 5.

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

Stakeholder management on a form process within Microsoft SharePoint and Office 365

Stakeholder management on a form process within Microsoft SharePoint and Office 365

Step 6.

Upon completion of the form, the HR personnel receives a notification email letting them know that the process has been complete.

2014-06 Employee on boarding - Process Screenshot 5

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.

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