Onboarding new employees is often the most structured HR process, as it has a direct impact on company performance. This is all the more true as the recruitment of a new employee represents a significant investment: between €3,000 and €10,000 according to Payfit.

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Despite this, 57% of employees are still missing a computer, software access, etc.(source: Vlerick Business School study), which means that the first few days in the company are not optimal... Chasing after access, not receiving emails that others in the team receive, attending training sessions on tools without having access to software.... It's easy to appreciate the impact this has.

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"New recruits who have gone through a comprehensive onboarding process are 58% more likely to stay with the company for at least 3 years" (source: officevibe).

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The preparation of hardware and software resources (known as IT onboarding) is rarely, if ever, integrated into the onboarding process. IT onboarding often boils down to a few tasks on the onboarding checklist, such as "Prepare workstation" or "Create software access", but on the IT side, when it comes to IT onboarding, the resulting process is still very manual, and requires good coordination between HR, Manager, IT and General Services.

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Is your IT onboarding process efficient?

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To answer this question, ask yourself what happens when the employee leaves: when an employee leaves, am I informed in good time and do I have a clear vision of the hardware to be recovered and the software accesses to be closed and "deprovisioned"? 

This aspect of the employee departure process constitutes the employee's IT offboarding. In 99% of cases, IT offboarding is the bête noire of CIOs:

• they are notified at the last minute (or even after departure),
• they have to investigate for hours to find out what the employee had access to (when the exercise is done and it's not simply a matter of disabling SSO).
• they have to loop back to the manager for clarification to ensure business continuity.

From a security point of view, the IT department that has implemented SSO can, at the very least, deactivate the user once it has been informed. But what about deprovisioning these software accesses and all the other accesses not managed via SSO and administered by other company departments? To whom should e-mails be redirected? Who needs access to employee files? Who takes over opportunities in the CRM?

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To cover this aspect and make IT offboarding a smooth process, you first need to structure IT onboarding, i.e. the process of preparing hardware and software resources.

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Why does structuring IT onboarding make it possible to manage an employee's IT offboarding?

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As part of theIT onboarding process, you need to obtain the following information from HR and your manager:

• When does the employee arrive? Which manager does he/she report to? Which department? Which position?
• What hardware will he need? Laptop PC or Mac? Additional monitor? An email address? Mailing lists? What software access/rights? More than 20 resources per employee
• Who manages this or that software internally, so that requests can be forwarded to the right people?

This information is not centralized in one place for the IT onboarding process. As a result, it is impossible to visualize in a single place what has been assigned to facilitate IT offboarding... the IT department must therefore take back all the exchanges that took place at entry and during the employee's life, to have an exhaustive picture of the assignments made to an employee:

• HRIS notification or email from HR on arrival
• Emails received from the manager or employee
• A form partially/incorrectly filled in by the manager
• Different tickets for this employee on arrival and throughout his or her life with the company

This work is laborious and often not done in an exhaustive way, which explains why several months after the departure of an employee, software accesses or licenses are discovered that are still allocated to employees even though they are no longer in post... Although the SSO has been deactivated, deprovisioning has not been done, or other software accesses not managed by the SSO have not been cut off...

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Strengthen your IT onboarding, discover Pyla to structure your IT on/offboarding processes!

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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