Portfolio
manmath235 / process-map / PMP-EMP-2025-001.html
v1.0 · Final Confidential
Process Map PMP-EMP-2025-001 AS-IS TO-BE
AS-IS vs TO-BE
Employee Onboarding Process Map
End-to-end analysis of the Employee Onboarding lifecycle — offer acceptance through 30-day integration · HR & IT Systems Integration · BPR Methodology
Document ID
PMP-EMP-2025-001
Process ID
PROC-HR-ONB-001
Prepared By
Manmathnath Mahanta
Role
Business Analyst
Methodology
BPR
Process Owner
HR Department
Date
June 2025
Status
● Active
12–18d ↓ 4–6d
Time to Productivity
↓ 65%
42% ↑ 95%
Doc Completion Rate
↑ 126%
14–18h ↓ <3h
HR Effort per Hire
↓ 80%
18% ↓ <2%
Salary Error Rate
↓ 89%
54/100 ↑ 85+
Satisfaction Score
↑ 57%
22% ↓ <12%
Early Attrition
↓ 45%
§3 Actors & Stakeholders
HR Business Partner
Process Owner · Human Resources
AS-IS: Manually emails documents, tracks status on spreadsheet.
TO-BE: Manages automated onboarding workflow in HRIS — from manual tracking to system-driven orchestration.
IT Helpdesk Lead
IT Provisioning · Information Technology
AS-IS: Receives email requests, creates tickets manually.
TO-BE: Auto-provisioning triggered by HRIS on joining date — from reactive to proactive and automated.
Finance Manager
Payroll & Benefits · Finance
AS-IS: Receives physical forms, re-keys data into payroll system.
TO-BE: Payroll data auto-synced from HRIS — eliminates dual data entry and rework entirely.
Hiring Manager
New Hire Supervisor · Various Depts
AS-IS: Reminded ad hoc, prepares manually.
TO-BE: Receives structured onboarding checklist on Day 0 — guided, consistent experience for every new hire.
New Employee
Process Recipient · All Departments
AS-IS: Fills physical forms, unsure of what to expect.
TO-BE: Completes digital pre-boarding portal before Day 1 — self-service, transparent, and stress-free.
HRIS Admin
System Admin · Human Resources
AS-IS: Not a defined actor in process.
TO-BE: Central orchestrator of all onboarding workflows — designs and maintains automated processes in HRIS.
§4 Process Flow
Phase 1
Pre-Joining — Day -10 to Day 0
1
Actor
HR BP
Action
Sends offer letter via email. Manually prepares document checklist in Word and emails to candidate.
Tool
EmailMS Word
Pain Point
No tracking. Candidate may lose email.
2
Actor
New Employee
Action
Downloads, prints, fills, and scans 8–12 physical forms (bank details, PF nomination, address proof, etc.) and emails back to HR.
Tool
EmailPhysical Forms
Pain Point
Scans unreadable. Forms frequently incomplete.
3
Actor
HR BP
Action
Manually checks each document for completeness. Sends follow-up emails for missing items. Updates an Excel tracker.
Tool
EmailExcel
Pain Point
Multiple HR staff maintain separate trackers.
4
Actor
HR BP
Action
Sends separate email to IT Helpdesk requesting system access. Lists required systems in email body.
Tool
Email
Pain Point
Email often sent late. No SLA tracked.
5
Actor
IT Helpdesk
Action
Manually reads HR email. Creates individual tickets in ticketing system for each access request. Provisions accounts one by one.
Tool
Ticketing SystemEmail
Pain Point
Avg 3–5 days. Laptop not ready on Day 1.
Phase 2
Day 1 Activities
6
Actor
HR BP
Action
New hire arrives. HR gives physical orientation packet. Verbal walkthrough of policies. New hire signs physical forms.
Tool
Physical Docs
Pain Point
Inconsistent. Depends on HR availability.
7
Actor
IT Helpdesk
Action
Attempts to hand over laptop and credentials. Frequently accounts are not fully provisioned. New hire waits.
Tool
Manual
Pain Point
Avg 2-hour wait on Day 1 for IT setup.
8
Actor
Finance
Action
HR physically delivers payroll forms to Finance. Finance re-keys data into payroll system manually.
Tool
Physical FormsPayroll System
Pain Point
Dual data entry. First salary delayed 2–3 days.
9
Actor
Hiring Mgr
Action
No structured handoff from HR. Manager welcomes new hire informally. No standard Day 1 checklist or schedule.
Tool
Verbal / Ad Hoc
Pain Point
New hire often feels lost on Day 1.
Phase 3
Week 1 to Day 30 — Post-Joining
10
Actor
HR BP
Action
Schedules induction and compliance training manually via Outlook calendar invites. Follows up individually if sessions missed.
Tool
Outlook CalendarEmail
Pain Point
No visibility on training completion. Compliance risk.
11
Actor
HR BP
Action
Physical ID card request raised manually via paper form submitted to admin team. Card ready in 5–7 days.
Tool
Paper Form
Pain Point
New hire uses visitor badge for first week. Security risk.
12
Actor
Hiring Mgr
Action
No formal 30-day check-in process. Feedback collected informally if at all. No structured pulse survey or milestone review.
Tool
None / Ad Hoc
Pain Point
Early attrition risk undetected.
Phase 1
Digital Pre-Boarding — Day -10 to Day 0
1
Actor
HRIS Auto
Action
On offer acceptance, HRIS auto-triggers pre-boarding workflow. New hire receives personalised welcome email with secure portal link.
System
HRIS / Workday
Improvement
Zero manual HR effort. Instant, consistent communication.
2
Actor
New Employee
Action
Logs into pre-boarding portal. Completes all forms digitally — bank details, PF nomination, address, emergency contacts. Uploads documents directly.
System
HRIS Pre-Board Portal
Improvement
Replaces 8–12 physical forms. 95% completion rate target.
3
Actor
HRIS Auto
Action
System validates mandatory fields. Auto-sends reminders if tasks incomplete 5 days before joining. HR notified with 1-click follow-up.
System
HRIS Workflow Engine
Improvement
HR effort: 14–18 hrs → under 3 hrs per hire.
4
Actor
HRIS Auto
Action
Once pre-boarding form complete, HRIS auto-raises IT provisioning request with full system access list based on role profile.
System
HRIS + IT Provisioning API
Improvement
IT receives complete request 5 days before joining. Accounts ready Day 0.
5
Actor
IT Helpdesk
Action
IT reviews auto-generated provisioning request via portal. Accounts provisioned in batch. Completion synced back to HRIS dashboard.
System
IT Provisioning Portal
Improvement
Eliminates manual email handoff. SLA: all accounts ready 1 day before joining.
Phase 2
Day 1 — Structured Onboarding Experience
6
Actor
HR BP
Action
New hire receives automated Day 1 schedule via email and portal. HR conducts structured induction using standardised playbook.
System
HRIS + Calendar Integration
Improvement
100% consistency across all teams and locations.
7
Actor
IT Helpdesk
Action
Laptop and all credentials handed over on Day 1 morning. All accounts pre-provisioned. IT completes setup in under 30 minutes.
System
IT Provisioning Portal
Improvement
Day 1 waiting time: 2 hours → under 30 minutes.
8
Actor
HRIS Auto
Action
Payroll and benefits data auto-synced from HRIS to payroll system on form completion. Finance receives digital confirmation. No re-keying needed.
System
HRIS + Payroll API
Improvement
First salary error rate: 18% → under 2%.
9
Actor
Hiring Mgr
Action
Manager receives automated Day 1 checklist via HRIS. Includes: team intros, system access confirmation, 30-60-90 day goals discussion.
System
HRIS Manager Portal
Improvement
Structured, repeatable Day 1 for every new hire.
Phase 3
Week 1 to Day 30 — Guided Integration
10
Actor
HRIS Auto
Action
LMS auto-assigns mandatory induction and compliance training modules. Completion tracked in real-time. Automated reminders for incomplete modules.
System
LMS + HRIS Integration
Improvement
Training compliance: 61% → 100% by Day 5.
11
Actor
Admin Auto
Action
ID card request auto-raised from HRIS on Day 0 with photo uploaded during pre-boarding. Card ready by Day 1 or Day 2 at latest.
System
HRIS + Admin Portal
Improvement
Eliminates visitor badge period. ID ready on or before Day 1.
12
Actor
HRIS Auto
Action
Automated Day 7, Day 15, and Day 30 pulse surveys sent to new hire and manager. Results logged. HR alerted for low scores. Check-in auto-scheduled.
System
HRIS + Survey Tool
Improvement
Data-driven feedback loop. Early attrition risk detected.
Phase
HR BP
IT Helpdesk
Finance
Hiring Mgr
New Employee / HRIS
Phase 1
Day -10 → Day 0
AS-IS
TO-BE
Manually emails offer + doc checklist
Checks docs, updates Excel tracker
Emails IT access request
Auto
HRIS sends reminders & HR dashboard
Reads emails, creates manual tickets one by one
Auto
Reviews portal request, batch provisions all accounts
Prints/scans 8–12 physical forms
HRIS
Auto-triggers pre-boarding portal
Completes digital forms online
Auto
HRIS triggers IT provisioning
Phase 2
Day 1
Physical orientation packet & verbal walkthrough
Structured induction — standardised playbook, auto-scheduled
Incomplete handover — avg 2hr wait
Full handover — all accounts pre-provisioned, under 30 min
Re-keys payroll data from physical forms
Auto
Receives digital confirmation from HRIS-Payroll API sync
No structure. Ad hoc welcome.
Receives HRIS Day 1 checklist + 30-60-90 goals template
Arrives uninformed. Often waits for IT.
Arrives informed. All systems ready.
Phase 3
Week 1–30
Manually schedules training via Outlook. Manual follow-ups.
Raises paper ID card request (5–7 days)
Auto
LMS auto-assigns training. Real-time tracking.
Auto
HRIS auto-triggers ID card + laptop Day 0
No formal 30-day check-in. No data.
Auto
Day 7, 15, 30 pulse surveys auto-sent
Unsure of training requirements. No feedback given.
Completes LMS modules. Regular check-ins. Feedback loop active.
§5 AS-IS Pain Point Summary
Pain Point
Category
Frequency
Business Impact
Priority
Manual document collection via email — forms returned incomplete
Process
Every Hire
High — delays start
Critical
IT provisioning done manually from email — accounts not ready Day 1
IT
Every Hire
High — lost productivity
Critical
No single system of record — multiple Excel trackers in parallel
Data
Every Hire
High — no visibility
Critical
Payroll form re-keying causes first salary errors or delays
Finance
Frequent
High — employee trust
High
Inconsistent Day 1 experience — depends on HR availability
HR
Every Hire
Medium — engagement
High
No structured 30-day check-in — early attrition undetected
HR/Manager
Always
High — retention risk
High
Training completion not tracked — compliance risk
HR/L&D
Frequent
High — legal risk
High
ID card and laptop not ready days after joining
Admin/IT
Every Hire
Medium — security risk
Medium
§6 AS-IS vs TO-BE Comparison
# AS-IS (Current State) TO-BE (Future State) Key Improvement
1
  • Manual offer letter & document checklist emailed
  • No tracking or acknowledgement
  • Candidate frequently loses email or misses documents
  • HRIS auto-triggers pre-boarding workflow on offer acceptance
  • Candidate receives structured portal link with full checklist
  • Completion tracked in real-time
  • Zero manual effort for HR
  • Document completion rate: 42% → 95%
2
  • Prints, fills, and scans 8–12 physical forms
  • Scanned documents often unreadable
  • High rate of incomplete submissions
  • All forms completed digitally on pre-boarding portal
  • Smart validation prevents incomplete submissions
  • Documents stored securely in document vault
  • Replaces physical forms entirely
  • Processing errors reduced by 90%
3
  • HR manually checks each document
  • Multiple follow-up emails
  • Separate Excel trackers across HR team
  • System auto-validates mandatory fields
  • Automated reminders sent to candidate
  • Single HRIS dashboard for all HR members
  • HR pre-joining effort: 14–18 hrs → under 3 hrs
  • Full visibility across team
4
  • HR sends manual email to IT with system access list
  • IT email often incomplete or late
  • No SLA tracked
  • HRIS auto-raises IT provisioning request on form completion
  • Role-based access list included
  • SLA tracked and reported on dashboard
  • IT receives complete, structured request 5 days before joining
  • Accounts ready by Day 0
5
  • IT creates individual tickets manually from email
  • Provisioning done ad hoc
  • Accounts frequently not ready on Day 1
  • IT provisions accounts from structured portal request in batch
  • Completion status synced to HRIS dashboard
  • SLA: all accounts ready 1 day before joining
  • Day 1 IT waiting time: 2 hours → under 30 minutes
6
  • Inconsistent induction — depends on HR availability
  • Physical orientation packets
  • No standard playbook
  • Standardised digital induction with HRIS-driven schedule
  • Calendar auto-blocked for all stakeholders
  • Consistent experience for every new hire
  • 100% consistency across all hires and locations
7
  • Payroll forms physically delivered to Finance
  • Finance re-keys data manually into payroll system
  • First salary error rate: 18%
  • Payroll data auto-synced from HRIS to payroll API
  • Zero manual re-keying required
  • Finance receives digital confirmation
  • First salary error rate: 18% → under 2%
  • Eliminates dual data entry
8
  • No formal manager onboarding checklist
  • Ad hoc Day 1 experience
  • New hire often feels lost
  • Manager receives automated Day 1 checklist from HRIS
  • Structured 30-60-90 day goal discussion template provided
  • Status updates visible to HR
  • Structured Day 1 experience for every new hire
9
  • Training scheduled manually via Outlook
  • Completion not tracked
  • Compliance risk
  • LMS auto-assigns mandatory training on Day 0
  • Completion tracked in real-time
  • Automated escalation for non-completion
  • Training compliance: 61% → 100% by Day 5
10
  • No formal 30-day check-in
  • No pulse survey
  • Early attrition goes undetected
  • Automated Day 7, Day 15, Day 30 pulse surveys
  • HR alerted for low satisfaction scores
  • Data-driven onboarding improvement cycle
  • Early attrition risk detection
  • New hire satisfaction: 54 → 85+ target
§7 Benefits & Metrics
Time to Full Productivity
AS-IS: 12–18 working days
TO-BE: 4–6 working days
↓ ~65% reduction
IT Accounts Ready on Day 1
AS-IS: 35% of hires
TO-BE: 100% of hires
↑ Eliminated Day 1 IT delays
Pre-joining Doc Completion by Day -2
AS-IS: 42%
TO-BE: 95%
↑ 126% improvement
HR Effort per Onboarding
AS-IS: 14–18 hours
TO-BE: under 3 hours
↓ ~80% reduction
First Salary Processing Error Rate
AS-IS: 18%
TO-BE: under 2%
↓ 89% error reduction
Training Compliance by Day 5
AS-IS: 61%
TO-BE: 100%
↑ Full compliance achieved
New Hire Satisfaction Score (Day 30)
AS-IS: 54 / 100
TO-BE: 85+ / 100
↑ 57% improvement
Early Attrition Rate (0–6 months)
AS-IS: 22%
TO-BE: under 12%
↓ 45% reduction target
§8 Gap Analysis
Gap ID
Description
Root Cause
Impact
Severity
Resolution in TO-BE
GAP-001
No digital pre-boarding portal — all forms physical
Legacy HR process, no HRIS investment
High — delays and errors
Critical
Implement HRIS pre-boarding module
GAP-002
IT provisioning triggered manually by email
No integration between HR and IT systems
High — Day 1 productivity loss
Critical
HRIS-to-IT API integration for auto-provisioning
GAP-003
No single system of record for onboarding
Multiple tools used in isolation
High — no visibility or reporting
Critical
HRIS as single source of truth
GAP-004
Payroll data manually re-keyed from paper forms
No HR-to-payroll system integration
High — salary errors and trust
High
Payroll API integration with HRIS
GAP-005
Training assignment and tracking is manual
No LMS integration
Medium — compliance risk
High
LMS auto-assignment integrated with HRIS
GAP-006
No structured 30-day check-in or feedback mechanism
Process not defined
High — early attrition undetected
High
Automated pulse survey and check-in workflow in HRIS
GAP-007
ID card and laptop not ready on Day 1
Requests raised too late, no automation
Medium — security and access gap
Medium
Auto-trigger admin and IT requests from HRIS on Day 0
GAP-008
Manager has no structured onboarding checklist
No standardised process defined
Medium — inconsistent experience
Medium
HRIS manager checklist auto-assigned on new hire joining
§9 Implementation Roadmap
Phase 1
Foundation
Month 1–2
Owner: HR + IT
  • HRIS configuration
  • Pre-boarding portal setup
  • Document digitisation
  • Dep: HRIS vendor selection
Phase 2
Integration
Month 2–3
Owner: IT + Finance
  • IT provisioning API
  • Payroll system integration
  • Auto-trigger setup
  • Dep: Phase 1 complete
Phase 3
Learning & Feedback
Month 3–4
Owner: HR + L&D
  • LMS integration
  • Automated training assignment
  • Pulse survey setup
  • Dep: LMS platform configured
Phase 4
Manager Enablement
Month 4
Owner: HR + Business
  • Manager portal setup
  • 30-60-90 day templates
  • Reporting dashboard
  • Dep: Phases 1–3 complete
Phase 5
Pilot & Go-Live
Month 5
Owner: HR Project Lead
  • Pilot with 10 new hires
  • Collect feedback
  • Refinement cycle
  • Full rollout
Key Risks & Mitigations
HRIS implementation delays phase timeline
Medium
Impact: High
Maintain parallel AS-IS process during transition period.
Low adoption of pre-boarding portal by candidates
Low
Impact: Medium
User-friendly design, mobile-optimised, step-by-step guidance built into portal.
IT API integration complexity exceeds estimate
Medium
Impact: High
Engage IT architect early. Define API specs in Phase 1 to avoid surprises.
HR team resistance to process change
Low
Impact: Medium
Change management plan with HR team training and internal champions.
Data migration errors from legacy Excel trackers
Medium
Impact: Medium
Data audit and cleansing before HRIS go-live. Dual-entry validation period.
PMP-EMP-2025-001  ·  v1.0  ·  June 2025  ·  Manmathnath Mahanta — Business Analyst · Tech Exactly
Confidential