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HR Shared Services Manager Onboarding

Provide formal job offer to candidate

Acceptance of job offer by candidate

Perform preliminary background checks

Approval: Background Checks

Setup official employee profile in HR system

Assign employee number and badge

Arrange for IT equipment and access

Schedule first day orientation

Inform team of new member

Discuss job role and expectations

Provide introduction to HR shared services team

Provide training on HR software and tools

Approval: Training Completion

Assign first tasks/projects

Schedule regular check-in meetings

Provide list of key contacts in the company

Provide company policy and procedures handbook

Approve access to secure systems and databases

Approval: Access to Secure Systems

Conduct first week review

Provide formal job offer to candidate

In this task, you will be responsible for extending a formal job offer to the selected candidate. The job offer is a critical step in the onboarding process as it sets the foundation for the candidate's employment with the company. The desired result is to have the candidate accept the job offer and proceed with the onboarding process. To successfully complete this task, you will need access to the candidate's contact information and the authority to make the job offer. Potential challenges may include negotiating the terms of the offer or addressing any concerns or questions the candidate may have. The required resource for this task is a job offer template that includes all relevant details such as the job title, compensation package, and start date.

Hiring Manager

Candidate Email

Acceptance of job offer by candidate

Congratulations! The candidate has accepted the job offer. Now it's time to confirm their acceptance and proceed with the onboarding process. The desired result of this task is to have a written acknowledgment from the candidate stating their acceptance of the job offer and commitment to joining the company. You will need to reach out to the candidate and provide them with any necessary paperwork or instructions. Potential challenges may include addressing any last-minute questions or concerns the candidate may have. The required resource for this task is a formal acceptance email template.

Hiring Manager

Candidate Email

Perform preliminary background checks

Before officially bringing the new employee on board, it's important to conduct preliminary background checks to ensure that they meet the necessary requirements for the role. This task plays a crucial role in making informed hiring decisions and maintaining the safety and security of the company and its employees. The desired result is to have a comprehensive background check report that includes information on the candidate's criminal records, educational qualifications, and employment history. You will need access to a background check service and the candidate's consent. Potential challenges may include delays in obtaining the required information or addressing any discrepancies or concerns uncovered during the background check process. The required resource for this task is a background check consent form.

HR Representative

Candidate Email

Required Checks

1

Criminal records check
2

Educational qualifications verification
3

Employment history verification

Approval: Background Checks

Perform preliminary background checks
Will be submitted

Setup official employee profile in HR system

Now that the candidate has accepted the job offer and passed the preliminary background checks, it's time to set up their official employee profile in the HR system. This task is crucial as it ensures that the new employee is properly recorded in the company's HR database for administrative and payroll purposes. The desired result is to have a complete and accurate employee profile that includes all necessary personal and employment information. To complete this task, you will need access to the HR system and the candidate's relevant details. Potential challenges may include technical difficulties or missing information. The required resource for this task is the HR system with appropriate access permissions.

HR Representative

First Name

Last Name

Employee Email

Phone Number

Start Date

Assign employee number and badge

As part of the onboarding process, it is important to assign the new employee with an employee number and a badge. This task ensures that the employee has proper identification within the organization and can access the company's premises if required. The desired result of this task is to have the employee's identification number and badge ready before their first day of work. To successfully complete this task, you will need access to the employee records and the necessary resources for creating identification cards or badges. Potential challenges may include delays in obtaining the required materials or addressing any issues with the assigned employee number or badge. The required resource for this task is the employee identification card or badge template.

HR Representative

Employee Name

Arrange for IT equipment and access

To ensure that the new employee can perform their duties effectively, it is important to arrange for the necessary IT equipment and access. This task ensures that the employee has the required tools and technologies to carry out their job responsibilities. The desired result is to have the employee's IT equipment set up and ready before their first day of work. To successfully complete this task, you will need to coordinate with the IT department and ensure that all necessary equipment, such as a computer, phone, and software access, is provided. Potential challenges may include delays in obtaining the equipment or addressing any technical issues. The required resource for this task is the IT equipment request form.

HR Representative

Employee Name

Equipment Needed