Staff On-boarding & Off-boarding process

[IT_JB]

How do people manage On-boarding and Off-boarding staff? Especially interested in how those working at a MAT level handle this?

 

My current process is a mess. Word of mouth most of the time, if i'm lucky an email/ticket informing me of a new staff member. Working at the centre I often don't hear that someone is leaving until after the fact. I'd like to implement a robust procedure and would appreciate any advice from those who have already achieved this!

Edited December 12, 2018 by IT_JB

[Katy]

New staff - HR let me know when they have signed their contract and all the AUP forms.

Leaving staff - sometimes get told if I'm lucky.

 

The trust is trying something new now, where the HR system emails us when somebody leaves. It doesn't support emailing when people join but they say the new system we are moving to does.

[RLR]

We have salamander that creates users automatically when they're added to SIMS. It requires a staff code and a start date. Salamander will drop the user into a New Users OU. We then have a daily script that is ran to detect any new accounts in the OU which emails HR the details and asks for more information. They reply to this email which creates a helpdesk ticket. A bit backwards as it should be HR emailing us first. It's been working quite well.

 

We have HR fill out a standard email form for leavers to let us know their leave date etc.

[Fazza]

HR organise the interviews, HR set up new users in SIMS so therefore HR tell us when a new user starts and what their requirements are! We have Salamader that automatically generates their account and the dozens of automated memberships of email distribution group they need to belong to. We even get start dates so we know when to get kit ready for them! Wasnt always like this and took a while to get people to understand that you cant just bring a new starter in and ask for a spare laptop as they start teaching in 30 minutes!!

[KevinB]

We're currently in the same boat as you... sometimes I find out about new staff by accident!

 

However... We're migrating to O365 at present and intend to create Flow-based on- and off-boarding processes that by their very nature will ensure that everybody who needs to know, will know, and that all interested parties have completed their part of the process. And most importantly, it will all be documented for CYA purposes!

[IT_JB]

Those who get the info from HR, do you have internal HR management or outsourced? In my case its all managed per school by the SBMs which is why there's such a disconnect sometimes.

 

I've had a quick look at salamander and that looks like a good solution for automating this process. Some combination of that with email flow sounds like the best way to go.

[Fazza]

Internal HR. We had to explain several times how it works 'magically' overnight and they had to change their procedures to accommodate how it worked with Salamander as they weren't setting new users up until the day they started which means the Salamander overnight process hadnt run yet so they had to wait until the following day to get their automated user account.

 

Salamander is relatively cheap for what it does and can do more than just set up a user account, we have 'Teachers of %PupilsName%' and all sorts of other email groups like that set up which would be impracticable to set up manually! If a student or staff member change subject then as long as that is reflected in SIMS, Salamander will remove them from one group and put them in another when the next overnight process runs.

[Danp]

Internal HR email about once a week with updates, joiners and leavers. Tend to have an idea about joiners and I sometimes get involved with the interviews.

[mukz]

Generally people pop up at our door for id Badges. I then complain to HR to find out who said person is. Wait a few days and then make the badge and hope HR have added details on SIMs for Salamander to do its thing.

 

We are now in the process of building an internal on-boarding process on Sharepoint linking it to flow to do a whole raft of things. Ideally the prospective employee would be adding their details to this.

[HPlum78]

Identity management, something I love. MIM is what I would look at to solve this. Golden source (MIS/ HR systems) then flow those out to AD/ Access Control systems/ print management solutions..... (Insert application that consumes identities here). If you are using Azure AD you will probably find that you are already licensed for it.

[HPlum78]

Oh and Flow is not going to be free for much longer.... I am not going to say that its not possible to build a solution in flow but when you can access an Identity Mangment Solution it not an approche I would persue.

[mullet_man]

Internal HR. We had to explain several times how it works 'magically' overnight and they had to change their procedures to accommodate how it worked with Salamander as they weren't setting new users up until the day they started which means the Salamander overnight process hadnt run yet so they had to wait until the following day to get their automated user account.

 

Salamander is relatively cheap for what it does and can do more than just set up a user account, we have 'Teachers of %PupilsName%' and all sorts of other email groups like that set up which would be impracticable to set up manually! If a student or staff member change subject then as long as that is reflected in SIMS, Salamander will remove them from one group and put them in another when the next overnight process runs.

We have Salamander too it's easily the best piece of software we pay for and it's very cheap for all it does for us.

 

We have it setup so that any new starters are created put into correct OU and then a email is sent to our help desk with a account list document, we just need to manually create a few things and update the document which can then be printed out.

 

Leavers automatically get disabled and put into a leavers OU.

 

Can't recommend salamander highly enough

Edited December 13, 2018 by mullet_man