A small business information technology company was being administratively overwhelmed with on-boarding paperwork. In addition to the required government forms for employment eligibility and taxes, many clients had specific forms that were required to on-board consulting staff. Other paperwork needed to be completed to initiate background checks and drug screening. Staff coming on-board as employees had additional forms and information pertaining to benefits. All of this paperwork was handled by the admin staff through e-mail. New staff would receive an e-mail with forms attached that were pertinent to them for their client assignment and their employment status. An online repository of forms seemed to be a solution but it would require the admin staff to identify every form each new staff member needed to download and complete. This would continue the need for the admin staff to provide detailed e-mail instructions.
The admin staff also had to provide these forms if there was a change in employment status. Any staff member already on boarded who was going to work for a new client organization offer had to complete their on-boarding documents prior to working onsite. Other issues involved keeping track of the latest versions of forms and meeting new client requirements.
Management also wanted to provide a "orientation" to new staff to make sure they were aware of company policies related to e-mail, timesheets, vacations, client interaction, and privileged / confidential information.
An online staff portal solution was proposed that would several specific requirements:
The e-learning module "Working With Us" was created first so it could be tested and reviewed and since it was part of the overall on-boarding process. The module provided an introduction to the company followed by five modules:
There was no testing of content for the course but the timing of the "Next" button to move from one screen to another was carefully timed to allow adequate time to read the material and make sure the user did not just jump from screen to screen.
After completing the material, the staff member was asked to confirm there understanding of the content. At completion confirmation was displayed. They had the option to either e-mail to the HR e-mail address if their e-mail client was running or capture the screen and e-mail it manually.
During the review and after deployment the course content and interactions were given positive feedback.
The Forms module was created next to organize the forms prior to using them in the on-boarding module. In order to increase reuse of content, the access to each form was constructed with two screens. The first screen explained the form and provided instructions. The second screen provided access to download the form itself.
The On-Boarding module initiated a programmed set of pathways through the various on-boarding forms that was driven by the user's self-identification of their employment status and client assignment(s). For each form instructions were provided to explain what to do after the form was downloaded. These pages were reused from the Forms module but linked so that they led the user through their on-boarding pathway.
When the user completed each step they were required to indicate that they had completed it before the application moved on to the next form. This served to create a checklist of each user.
The Staff Portal was driven from a main menu that provided access to the portal's resource modules. Each module returned to the main menu after the user completed their actions.
Deploying the Staff Portal reduced administrative overhead dramatically due to the reduction of e-mail and the ability to point staff members to the portal for forms and commonly requested information.
The portal was also updated for on-boarding requirements for new clients. These were added to the Form module and then linked into the on-boarding process via user self-selection.