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Use Jira Service Management to Streamline On-Boarding

Jira Service Management provides some excellent templates to help you get started.  One template is HR service management and it provides a great way to help new employees on-board and off-board in your company.  A couple of years ago the unit I worked in wanted to have a process to streamline onboarding new hires.  They wanted a way to track all the steps required to onboard a new hire and ensure that new employees received everything they needed to be successful. 

We created a service request that allowed managers to submit an onboard request.  We gathered all of the information up-front for the employee on the form.  The form offered a number of different choices to ensure that every type of employee's needs was met.

form.png

When the request was submitted it would auto-generate standard subtasks like user account, keys, office, laptop, etc. to ensure that all of the standard needs were taken care of.  We then used ScriptRunner to determine what additional subtasks should be created based on the choices that were selected when the request was submitted. This ensured that all tasks needed to onboard an employee were in one issue.

The manager and the office administrator now had one place to go and check which tasks remained to completely onboard the new hire.  Each of the subtasks that were assigned out.  The subtasks also appeared on the onboarding dashboard for the specific areas that needed to complete those tasks. 

This new process brought efficiency and transparency to a process that was managed by one person.  The old process was difficult to track and often items were missed.  The office administrator and manager are now working on the same information and can easily see if there are tasks that are lingering or that needed additional information to complete.  Overall the new process has been a success and with additional tweaks and changes, we are constantly improving it.   

If you have Jira service management I would recommend looking into it to onboard employees.   It is a great way to optimize the process and bring transparency to what is happening for everyone involved.  

1 comment

Hello Brant, thanks for the sharing! I am a newbie of Atlassian, not familiar with all the modules in Jira.

I wondered if the HR service management template you mentioned belongs to Jira Work Management or Service Management? I did not find the same template in the different modules.  

 

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