From an HR point of view, a new employee needs a badge, a computer, software and network access... but from an IT point of view, the process is much more complex, as there are more than 20 hardware and software resources to prepare, depending on the employee's profile. For each of these resources, details need to be provided and different people need to be notified internally.

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In 1990, an employee had a computer, a rollodex, a telephone, a notebook, a key... for the company, managing these hardware and software resources was not a problem, but 30 years later, 3 major events have taken an employee from 4/5 resources to more than 20:

• Increasing number of computer and communication peripherals: several laptops, cell phone, SIM card, tablet, screen, etc.
• Explosion of SaaS software and business needs: HR software, accounting, finance, production, sales, marketing, communications, etc.
• New work organizations with telecommuting or the hybrid model: double workstations, additional screens, furniture, remote network access, VPN, etc.

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The explosion in the number of resources has made internal management more complex. It is now more fragmented within the company, with IT managing a large part of it, but also having to reconcile this with the decentralization of SaaS management to the business lines:

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What resources to prepare & what information to gather?

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Let's take a look at the different resources to prepare and the information to gather whenonboarding a new employee:

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Computer equipment ~ 3-5 resources :

• Which model of laptop? Graphics card?
• A second screen, because teleworking?
• A keyboard, a mouse, an HDMI cable...?
• A cell phone, which phone + data package? France, international?

Software and network access ~ 10-15 resources

• Common software: O365 account, Office pack, Teams, which distribution lists?
• Specific software: ‍
• if employee: access to leave and sirh software
• if commercial: Salesforce CRM access (which user profile, Standard, Admin?), Linkedin Sales Navigator, access to expense management software
• if communication: Adobe license, request prior approval from CFO?
• if accounting: access to Cegid Compta, Cegid Fiscalité

• Network access: which files? 

Non-computer hardware ~ 1-3 resources

• Badge office, warehouse, etc. To which site is it attached? What are its access rights?
• Parking badges, on which site?
• Company car and petrol card, which model of vehicle?

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The above is just one illustration of the hardware and software resources managed in different places in the company, which explains why 57% of employees don't have everything they need when they join the company (source: Vlerick Business School) .

Structuring IT onboarding

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The IT department's mission, in collaboration with HR and the business units, is to structure IT onboarding with a process that enables :

• Perfectly coordinate HR, managers, IT, general services
• Anticipate employee arrivals (and departures...),
• Obtain information from managers on the resources to be prepared,
• Inform and coordinate the various parties involved,
• Ensure traceability of allocated resources.

Pyla is a B2B software package that interconnects with HRIS solutions to coordinate HR, Manager, IT and General Services in order to manage the allocation/disallocation of hardware and software resources for the entry/exit/mobility of employees and service providers.

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