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Equipping New Employees for First-Day Success

The Client

One of the largest, not-for-profit medical associations in the nation—with a stated mission to bring together physicians and communities to improve the nation’s health—found itself struggling to efficiently onboard new employees at a critical juncture.

Just in time for the disruptive shift to remote work, our client engaged Netrix to reimagine their collection of siloed, manual onboarding processes as a single streamlined workflow with a remote-accessible interface.

Our collaborative partnership produced a scalable and extensible solution that equipped stakeholders with a secure, one-stop dashboard that provides 360-degree visibility of the complete employee onboarding lifecycle.

The Challenge

We hold frequent solution demos for client stakeholders, providing feedback channels after each iteration.
Azure DevOps tracks Application Lifecyle Management from user stories to automated deployments and testing.
We host monthly Executive Review meetings with executive leadership from Netrix and our client, providing an opportunity to speak candidly about team performance and project direction.
We send Sprint Summary Reports after every sprint with burndown, velocity and backlog metrics to keep project on time and on budget.

As with all process automation engagements, Netrix broke ground with process mapping, engaging key stakeholders to chart the entire business process from position creation to fulfillment. We uncovered 5 distinct workstreams required to fully onboard a new employee, spanning multiple verticals and tracked in several applications.

Custom business logic accompanied each workstream: recruiting and hiring (Human Resources), space allocation (Facilities Management), hardware and software (Information Technology), System Access (Procurement) and peer mentorship. Each workstream also required its own approvals, and stored data in line-of-business applications spanning ServiceNow, Microsoft 365 and the client’s proprietary HRIS.

Onboarding/Offboarding Automations

  • Centralized form with tabs for each of 5 workstreams
  • Stakeholders can approve or complete onboarding tasks directly from email or from their mobile devices
  • One-stop dashboard with KPIs across each sub-process
  • Data still updated in respective systems of record
  • Robust audit trail and reporting

By the Numbers

  • 5 distinct processes governed by independent systems of record, reduced to 1 form
  • Hundreds of new employees annually

The Solution

After our User Experience Design team presented prototypes to key Human Resources stakeholders, the Microsoft Power Platform empowered our development team to rapidly iterate on implementing the chosen design.

The new solution pairs a flexible, user-friendly PowerApps form with a sophisticated backend business logic and integration engine built on Power Automate

And the business process wasn’t all we automated; build and deploy pipelines running in Azure DevOps automatically promote code across development, testing, staging and production application lifecycles.

The Result

  • The legacy onboarding/offboarding process required manual tracking across several line-of-business applications
  • Stakeholders lacked visibility across siloed sub-processes
  • Approvals and data entry took place in multiple systems of record
  • Inconsistent forms created a confusing user experience, resulting in missed deadlines and human error
  • Complex business logic across disconnected workstreams bred error-prone, one-off processes
  • A single application now tracks and automates all aspects of the employee onboarding process
  • An interactive dashboard provides an at-a-glance status for each onboarding sub-process for each employee
  • Stakeholders complete approvals via one-click actionable emails, progressing time-sensitive workflows from anywhere on their mobile device
  • A centralized form combines 5 sub-forms into a single, wizard-like user interface
  • Sub-process workflows run independently but “bubble up” to the parent onboarding workflow

Experience The Impact

No matter what challenge you’re facing today, our team of technical experts can get you started on a path to a better solution. We’ll partner with you to: 

  • Understand your current technology environment
  • Interview key stakeholders to understand the root of the business issue(s)
  • Propose a solution with projected timelines, budget, and dependencies