IT onboarding is often the most important process overlooked by existing HRIS tools. In HRIS and Onboarding solutions, IT onboarding often boils down to a few tasks assigned to IT and General Services in a more global checklist:

• Prepare the workstation,
• Create software & network access 
• Prepare access badge

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But this is just the tip of the iceberg...

IT, receiving email notifications from the HRIS, can anticipate the imminent arrival of an employee and take the necessary steps to prepare the workstation and software access.

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And yet.... IT spends more than 3 hours to prepare for the arrival of a new employee?!

Onboarding steps for IT

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Let's go back over the stages IT has to go through to better appreciate the time wasted and the holes in the racket that explain these disastrous figures.

First of all, the IT department needs to get back to HR and the manager to find out exactly what needs to be prepared. And very often, the only one with the answers is the future employee's manager!

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Preparing the workstation, okay, but...

• Do I need a Mac or a PC?
• Do you have a particular software application to install on your machine?
• An extra monitor, mouse, keyboard?
• A VPN?

For software access common to all employees (e-mail, teams, HRIS access, etc.), a number of points need to be clarified:

• Which mailing lists should the employee be included in?
• Access to networks? Printers?

Depending on the employee's role, there are specific hardware and software resources to be prepared for each function. For example, if you're a salesperson :

• Do I need access to Salesforce CRM? Which rights? 
• Do I need access to Linkedin Sales Navigator?
• Will he be prospecting, so will he need Salesloft access?

Finally, depending on where you are located, in which team :

• Which floors does he need to access with his badge? 
• Will he have a company car? Which model?

What's more, with the explosion of SaaS software solutions, not everything is managed by IT. The IT department has to reconcile the decentralized management of SaaS solutions, while remaining the guarantor of the integrity of the information system. The IT department has a pivotal role, or less elegantly, a "flat pass", as everything converges towards it, but not everything is managed by it:

• IT will manage common software, specific licenses (Adobe, etc.), network access, certain business software, etc.
• The business lines will manage their own solutions: CRM by sales, accounting software by finance, HRIS by HR...
• General Services handles badge allocation, vehicle fleet management and generic software access, such as press subscriptions.

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Now that the picture of what needs to be prepared for the employee's arrival is clear, every hardware and software resource manager can :

• Order hardware and register IT assets in an MDM
• Create Active Directory users with the right groups to access networks, certain software and enable SSO.
• Create users in the admin sections of each software package, and inform IT so that they can activate SSO in AD (if provisioning and SSO are not handled in AD).
• Order a vehicle from the leaser
• Activate badge with correct rights
• Etc.

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More and more software licenses

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TheIT onboarding of an employee represents as much as 20 hardware and software resources that need to be prepared so that, when the employee arrives, everything is ready and he or she can concentrate on his or her mission and integration into the company! The more new employees join the company, the more IT teams are mobilized for the IT onboarding of new recruits, and the more time they are prevented from devoting to more structuring projects to support the business lines and accelerate the Group's development. 

This puts pressure on IT and General Services teams to successfully allocate hardware and software resources. They have to be resilient, making internal calls to managers and HR, insisting on obtaining information, and often acting in reaction rather than anticipation...

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It's easy to understand why, for 57% of employees*, there's always something missing... 

The first to be affected is the employee, who for the first few days finds himself without a computer, mailbox or software access.... They will feel that they are not being given the means to succeed. The manager, seeing these shortcomings, will be interrupted in his day-to-day work, and will have to turn to IT to ensure that the right hardware and software resources are rapidly allocated to him.

HR, managers and IT urgently need to put in place lasting solutions to streamline IT onboarding, in line with what has already been structured through HRIS or the onboarding process.

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Discover the IT onboarding white paper and 3 practical methods for structuring the process internally.

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* Vlerick Business School study

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