New HR Workflow

[Preston Warden]

I have a new workflow that I need to set up (photo attached) and am having issues with determining which project type under Software Server would be the best option. A breakdown:

Step 1: HR inputs New Hire Details

Step 2: Ticket goes to Manager to input Misc Requirements (software, hardware, file locations, credit cards, etc)

Step 3: Individual Subtasks are spawned by the requested requirements

Step 4: Sub Tasks are completed (some require approvals before completion)

Step 5: All Sub Tasks Complete, HR Verifies

Step 6: On-Board Complete - Resolution Done

[Benjamin Høegh]

Did you find a solution for this? I'm currently looking into it myself and is stuck with a similar problem

[Daniel Ebers]

Hi @Preston Warden

the workflow you presented seems pretty fine - in the last instance it depends on how your team is working and if it meets the needs long-term. The good news is that it can be adapted and extended as requirements change or new ideas come into play.

You see I am not so much worried about the exact implementation of the workflow. No question: out in the wild workflows for onboarding employees can be seen that are fairly simple but there are also other examples which are highly complex.

However I can see you have a requirement for having many subtasks within the specific workflow.
Therefore it might make sense to figure out if they can be created everytime the process comes into play by an automation - alternatively a "template" Epic where you can clone from.
From my very own experience some subtasks are easily to be forgotten to create when done each time manually which leads, what practics showed in past, that a new employee onboards without access to the building (as the sub-task for providing the digital keycard to the building has just been forgotten).

I would also go for a Kanban approach which represents a steady flow of tasks coming in and being processed (although onboarding/offboarding is more likely to happen by the beginning of a month if still makes sense).

While I saw you are on Jira Server I am wondering if the "Employee onboarding" ideas of Atlassian might come in handy. I see they base on Confluence and Trello, with some added fuel by Jira Core - but please feel free to scroll through for a minute, probably you like the one or another idea over there:

• Employee onboarding
  https://www.atlassian.com/teams/hr/guide/employee-onboarding#employee-onboarding-process-steps

Regards,
Daniel

[Krister Broman _Advania_]

I would assume that each of IT, Security and Supply Chain has their own projects that include but are not limited to the items within the HR process, then I would probably assign each on-boarding as an Epic instead of an issue. That would allow me to use automation to create issues within the function (i.e. IT) projects and once all of the issues are closed to automatically close the Epic. Assigning them as stories also allows the functions to add sub-tasks if they require that in their processes. 

This would also mean that you would have a Kanban in your case for the HR onboarding project but each of the functions would have whatever suits them.  

[Preston Warden]

Thank you. I put this one together. Based on the actions above, does this seem appropriate?

[Brant Schroeder]

@Preston Warden 

If you are asking to choose between scrum, basic or kanban I would choose kanban.  The reason I would suggest this is to be able to track items on the kanban board.  Basic would also work as well as scrum.  Scrum would allow for sprints which really do not make sense in your case.  You will need to build out your own workflow, screens, custom issues, etc. regardless of which project type you choose.  Choosing one will get everything implemented and then you can just use the screens, workflows, etc that were created and update those to get the project to what you need.   

[Preston Warden]

Thank you! I am still fairly new and am trying to get the hang of best case uses for each type.