You may be recruiting a permanent employee, a service provider, a temporary worker, a seasonal worker, etc. But depending on the type of contract, the employee will not be managed by the same people in-house. In general :

• human resources manage employees, temporary staff, trainees, fixed-term contracts, etc. (in an HRIS solution)
• the trades will directly manage service providers, freelancers, intermittents, seasonal workers, etc. (in an excel/sharepoint file).

Why separate employee and external onboarding?

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In most cases, it's deliberate to separate the management of these two employee profiles because :

• to avoid any risk of reclassifying service providers as employees, which would entail the payment of social security contributions and penalties... Keeping management separate means you can avoid assimilating employees and service providers.
• business lines will manage a network of business experts for their operational needs, and will thus be able to contract directly with service providers

By separating the management of these employee profiles, the business units can quickly respond to their operational needs, and the company can protect itself from any risk.

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Beyond these operational and legal constraints, whether the new employee is an employee or a service provider, he or she must benefit from the same hardware and software resources. 

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IT and general services departments need to be able to rely on the sameIT onboarding process to anticipate the arrival of new employees, and perfectly manage requests for the allocation of hardware, badges, cars, software, network access, etc., whatever the employee's legal status.

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But that's not the case...

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HRIS vs. Excel

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For employees, trainees, work-study students and temporary workers, Human Resources uses HRIS solutions to..:

• centralize employee information. This is where you'll find all the information you need on your employees: contract, personal details, date of arrival, manager, etc.
• trigger the employee's onboarding, including a few tasks to prepare hardware and software access.

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For service providers, freelancers, intermittent workers and seasonal workers, management is handled by the professions. Once it has been agreed that a service provider will be arriving shortly, the manager will :

• track the list of service providers in a simple excel or sharepoint spreadsheet,
• send an email to IT and General Services, or create a ticket with the employee's details and a list of the hardware and software resources he or she will need. 

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These two processes, Employees and Service Providers, run in parallel, with the IT department receiving various notifications by e-mail/teams or via a ticket to prepare for the arrival of the employee or service provider, but :

• Requests are sometimes received on Friday for the following Monday... if not on the same day. 
• Information is often incomplete, so IT support has to loop back and forth with managers: which software? which access rights? which files on the network? which hardware? which telephone subscription? and so on.

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Best practices

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Although onboarding is the most structured process in companies, IT onboarding is often the missing link in HRIS solutions. IT must therefore agree on best practices with both HR and managers, so as to obtain the information they need sufficiently in advance, and to ensure that the hardware and software resources required to ensure that the employee is operational from day one are exhaustively listed!

To streamline this employee & service provider process, the IT department will :

• define one or more forms to be filled in by HR and/or Managers,
• build a matrix of employee profiles vs. software/network access,
• define a ticket template

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In our white paper on IT Onboarding, we look back at the 3 practical methods shared with us by over 100 CIOs.

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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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