Help with Onboarding Empoyees

Gene Weeg
Gene Weeg used Ask the Experts™
Looking at an onboarding solution of new employees.  Ideally I would like the hiring staff to fill out a form and then the output be sent to appropriate people.  Any recommendations would be greatly appreciated.
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Onboarding as it relates to technical / IT information, job-specific HR information, or ...
Gene WeegIT Manager


This is relates more to job specific HR information but also the first step for IT in create the accounts.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

We have a form that gets:

Social Insurance Number (for payroll)
Birth Date (for payroll)
Bank Direct Deposit Information (for payroll)
Next of Kin contact (for emergency)
Privacy of Information and Employee responsibility sheet (employee must sign and return).
Employee contract of employment

Those the key things we need.

Up to Bank information is kept by Accounting.
Remainder is kept by HR or like department.
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Gene WeegIT Manager


Here is the information I need to capture.

Reports to:
Start Date:

Remote Worker:
Additional Access:
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Title:   <-- part of employment contract
Reports to:   <-- part of employment contract
Location:   <-- we do not need for our small clients
Company:   <-- on the employment contract letterhead
Department:  <-- part of employment contract
Start Date:   <-- part of employment contract

Email:  <-- recorded in Outlook Exchange
Hardware:  <-- separate list by IT
Remote Worker:  <-- assumed and then separately maintained by IT
Additional Access:   <-- as necessary
Adobe:   <-- if needed
License:   <-- software licensing maintained by IT
Teams:   <-- n/a
Gene WeegIT Manager


All I am looking for is the best solution for creating this form and distributing to the appropriate people.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

We use a company designed Word form for the employee information in a tabular format. We keep this on our server for managers to access.

IT keeps software and hardware records in Excel.  

Clients are small enough for this to work
Chinmay PatelChief Technology Ninja
Distinguished Expert 2018

Hi Gene,

What kind of information you want to store? does privacy matter to you/your organization? Are you already using Microsoft Office 365? If yes, have you tried using Microsoft PowerApps Onboarding sample app? If you are already using Microsoft Office 365 then it should be straight forward for you to use.

Personally, I would do it in two steps.

First, I would start with a Word document (like John said) to make sure I was capturing the right data and following the right process. I would also create a Distribution List and, upon receiving the document, everyone in the group knows what to do and in what order. This is nothing real difficult.

Second, once the above data is sufficient and the process is proven, I would look to automate it like Chinmay is indicating. If you start out with automation and find the data (or the process) needs tweaked, it can be more difficult than it is worth (initially). Once everything is proven, take this second step.
Gene WeegIT Manager


Thank you everyone for your contributions.

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