Scenario

New employee onboarding is a complex process that requires inputs from HR, IT and Facilities teams (not to mention the new employee’s supervisor).  An efficient onboarding process in Jira saves time for the supervisor and ensures that the new employee has everything they need to get started at their new job.

This example uses Jira Service Desk and two apps available for Jira Cloud: ProForma Forms for Jira and Deep Clone for Jira. Together, these apps make it possible for all three teams to conduct their onboarding tasks simultaneously, while the hiring supervisor only has to submit one request. HR, IT and Facilities manage their tasks in discreet Jira projects, ensuring confidentiality. Automation and validation maximize efficiency while ensuring that all tasks get completed.

Video

Click here to see a video demonstration of this use case. You can change the language for the video by clicking on the Language button in the upper right corner.

Typical Issue Life Cycle

  1. A supervisor submits a  New Hire Onboard request form via the HR help desk on the JSM portal.

  2. When the form is submitted, the request is automatically transitioned to the OPEN status. The HR Agent checks for completeness.  

  3. If all the of the information is complete and correct, the HR transitions the request to IMPLEMENTING. 

  4. A Deep Clone post function creates a clone of the issue, including the New Hire Onboard Request form, in the IT Onboarding/ Offboarding Project and the Facilities Onboarding/ Offboarding Project.

  5. Project Automation sends out an email to key personnel in the IT and Facilities projects to notify them that there is a new issue awaiting their attention. 

  6. When HR is ready to begin their onboarding tasks, they transition the issue to IN PROGRESS.  The HR New Hire Checklist is automatically added to the issue.

  7. HR, IT and Operations team members begin work, logging progress on their respective checklists and submitting the forms when their work is completed. 

  8. When members of the IT and Facilities team have finished work on the request, they can transition their respective issues to DONE.  A workflow validator prevents the transition if the form has not been completed and submitted. The HR agent can see that the linked issues have been transitioned to DONE.

  9. When the HR agent completes the items on the HR Checklist, they transition the issue to FINAL REVIEW.

  10. HR verifies that all tasks have been completed and transitions the request to DONE.  A workflow validator prevents the transition unless all forms on the request have been submitted.

Set up

ProForma Automation

  1. Set up ProForma automation in each of the HR, IT and Facilities projects to automatically add the respective checklist the issue is transitioned to IN PROGRESS.

  2. Set up ProForma workflow validator in each of the HR, IT and Facilities projects to prevent the issues from being transitioned to DONE unless the ProForma forms is complete and submitted.

Deep Clone

  1. Create a Deep Clone post function, triggered when the issue is transitioned to IMPLEMENTING, that creates a clone of the issue in the IT project.

  2. Create a Deep Clone post function, triggered when the issue is transitioned to IMPLEMENTING, that creates a clone of the issue in the Facilities project.

Project Automation

  1. Set a project automation rule, triggered when the issue in the HR project transitions to IMPLEMENTING, that sends a notification to designated personnel in the IT and Facilities projects to tell them that there is a new onboarding request.

  2. Set a project automation rule, triggered when the issue in the HR project transitions to CANCELED, that sends a notification to designated personnel in the IT and Facilities projects to tell them that the request has been canceled.

Workflows


HR Project Workflow

You can download this workflow from the Atlassian Marketplace.

IT Onboarding/Offboarding Project  Workflow
Facilities  Onboarding/Offboarding Project Workflow


Note that this use case has been designed for HR, IT and Facilities teams to work in separate projects. Alternatively, the three teams can work together in a shared Jira project.

Forms

New Hire Onboard Request

This form is available in the ProForma templates side bar.

HR Onboarding Checklist

This form is available in the ProForma templates side bar.

Operations Onboarding Checklist

This form is available in the ProForma templates side bar.

IT Onboarding Checklist

This form is available in the ProForma templates side bar.