Employee Onboarding and Offboarding Implementation Questionnaire

Prabhu Palanisamy _Onward_

We built this for one our upcoming implementations. Sharing this as we feel may benefit other practitioners.

The objective of this worksheet is to gather comprehensive information about your current onboarding and offboarding processes, identify pain points, and understand the specific needs and challenges your organization faces in these areas.

Success Criteria:

1. Comprehensive understanding of current onboarding and offboarding processes.
2. Identification of areas that are working well and areas that require improvement.
3. Identification of unique and challenging scenarios related to onboarding and offboarding.
4. Clear insights into compliance requirements and typical process times.
5. Identification of tasks that can be automated to improve efficiency.
6. Gathering feedback and challenges from the perspectives of HR, New Hires, Hiring Managers, and IT.

Please note: The above may change based on your organization structure and HR requirements.

Onboarding Questionnaire

Category	Questions	Response
Volume	Number of workers by country (employees, contractors)	[Response]
	Number of hires per month (employees, contractors)	[Response]
	Number of terminations per month (employees, contractors)	[Response]
	Systems in use - HR, ATS	[Response]
Current Process	Briefly describe your current onboarding process.	[Response]
	When and what initiates the onboarding process (e.g., when an employee is hired in ATS or HRIS, a hiring manager submits a form, etc.)	[Response]
	List the system names involved in the process.	[Response]
	What’s working well and what would you like to change?	[Response]
People Involved	Who are all the participants in the onboarding process (e.g., HR, IT, Manager, Facilities, others)?	[Response]
	Who is the owner and who are “watchers”?	[Response]
	When and how do all the participants get involved in the process?	[Response]
	What’s working well and what would you like to change?	[Response]
Pre-boarding	What does your pre-boarding process look like? This could involve communication with the new hire before they join.	[Response]
	What happens within an application (e.g., HRIS) vs. what are you managing through emails, spreadsheets, or other processes?	[Response]
	Do you have a need to contact them for information such as laptop preference, shipping address, t-shirt size, etc? If yes, how do you do that today?	[Response]
	Do you have anyone to send virtual welcome cards or a video message? Are calendar invites sent out for the first week?	[Response]
Visibility	How do you get visibility into the status of a new hire’s onboarding? Provide a response from the perspective of HR, New Hire, Hiring Manager.	[Response]
Compliance	Are there any regulatory or compliance requirements (e.g., SOC compliance, required audit trails, approvals, etc.) for certain tasks?	[Response]
	What are typical process times for onboarding? For example, are most hires planned, or do you have the need for immediate hiring?	[Response]
Scenarios	What scenarios make onboarding in your organization unique and challenging? Do you run into any of these scenarios?	[Response]
Efficiency	Where do you spend most time?	[Response]
	What are the repetitive tasks you would like to see automated? Provide a response from the perspective of HR, New Hire, Hiring Manager, IT.	[Response]
Other	What are other challenges you face with the onboarding process? Provide a response from the perspective of HR, New Hire, Hiring Manager, IT.	[Response]

Offboarding Questionnaire

Category	Questions	Response
Current Process	Describe your current offboarding process.	[Response]
	When and what initiates the offboarding process (e.g., when an employee is terminated in HRIS, a hiring manager submits a form, etc.)	[Response]
	What’s working well and what would you like to change?	[Response]
People Involved	Who are all the participants in the offboarding process (e.g., HR, IT, Manager, Facilities, others)?	[Response]
	When and how do all the participants get involved in the process?	[Response]
	What’s working well and what would you like to change?	[Response]
Post-offboarding	What does your post-offboarding process look like? This could involve communication with the former employee after they leave.	[Response]
Visibility	How do you get visibility into the status of an employee’s offboarding? Provide a response from the perspective of HR, New Hire, Hiring Manager.	[Response]
Compliance	Are there any regulatory or compliance requirements (e.g., required audit trails, approvals, etc.) for certain tasks?	[Response]
	What are typical process times for offboarding? For example, are most terminations planned, or do you have the need for immediate terminations?	[Response]
Scenarios	What scenarios make offboarding in your organization unique and challenging? Do you run into any of these scenarios?	[Response]
Efficiency	Where do you spend most time?	[Response]
	What are the repetitive tasks you would like to see automated? Provide a response from the perspective of HR, Former Employee, Hiring Manager, IT.	[Response]
Other	What are other challenges you face with the offboarding process? Provide a response from the perspective of HR, Former Employee, Hiring Manager, IT.	[Response]

 

You can also download the worksheet that you can use during requirements gathering sessions - Download. Appreciate your comments or feedback.