Each organization is a continuous stream of employees, coming and going. For one organization, this stream might flow faster than for others. A stand-still is seldom a sign of a healthy organization. In order to have the employee productive as soon as possible, the organization has to put some preparations in place. In an office environment, preparations such as:
Initiating the process is done by filling out a Web-based Form with key-data about the new hired employee. Key-data such as name, employment date, function and department etc. is entered in the form. Only an authorized manager can initiate this process.
As soon as the key-data is completed, the Web-based Form for the new employee initiates several sub-routes, which can be completed in parallel. One subroute covers the IT aspects, which will route the corresponding activities between the individuals that need to work on creating a new NT-user, creating a user directory, granting access to the directories belonging to the function/department of the employee, preparing a PC and patching a network connection, creating an e-mail account and assigning mailbox quotas.
Another subroute covers the Application management aspects, to ensure the employee gets access to the business applications needed for him to perform his job, such as an user entry for SSA Baan or SAP, and within these applications making sure the employee only can access what (s)he is authorized for.
Other aspects to be covered are the ensuring that the office facilities like a desk and a phone are available and installed. Finally, the HRM department should have the information to start a history file of the employee, for career development and evaluation purposes. Also the HRM should ensure that the employee is properly registered for social security, healthcare and company insurances.
During execution of this procedure, the responsble manager at any time can track the progress for each of the activities and take action if needed. EZ-Workflow registers the execution of the processes in log files (who did what, when, based on what data) for later reference and auditing purposes.