Suggestions for Staff Onboarding/Terminations Project

Question

We are setting up an HR Staffing project for staff onboarding/terminations. Security settings will be pretty tight, but that piece I'm comfortable setting up.

In our organization, we have FTE staff, Contractors and Agency Temps.  Depending on the staffing type, different information is needed from the hiring manager.

Once the information is collected, we'd like to create issues in each of the corresponding departments, or figure out some way to maintain a checklist within the issue for the different departments (ie: IT for account creation, Facilities for desk setup, etc)

So ideally - HR would submit the original issue with the Start date, staffing type and hiring manager.  From there, the hiring manger would input the required information (varies with staffing type), followed by the other departments tracking their tasks in preparation for the new hire.

Has anyone done anything like this?  Any recommended add-ons, workflow ideas, screen set up etc?

Is there a way to automate new issues created in different projects and/or create sub-tasks for different departments?

Thanks in advance for your input!!

Anthony De Moss · Answer

Subtasks (with different types) might be a quick solution for that.

We had to implement something similar to that in the past for a process that required multiple departments to chime in on reviews, signing off, updating their documentation ..etc before an issue could be resolved.

We ended up with several subtask types that we would create for each such issue, and then assign to the relevant person. So in your case that could be 1 subtask type for each department needing to do something.

If you end up with issues that have multiple "todo" items for various people in it, this plugin could come in handy: https://marketplace.atlassian.com/plugins/com.topshelfsolution.simpletasklists .

MikeyS · Answer

If you already have separate projects for IT and Facilities, you could try to set something up with issue linking and possibly even triggering transitions via JIRA Misc. Workflow Extensions 'Transition Linked Issues' post-function, but that would prove a bit clunky to manage.

Instead, as this all seems to be part of a single process, I would try to put as much of it into a single workflow as possible, triggering re-assignment and/or notifications on transitions to alert each new group that they are now responsible for the issue.  If the work happens in series, then one workflow would likely suffice.  If work is happening in parallel, then sub-tasks are probably the way to go.