RJB Technical Consulting

Automated Workflows in SharePoint 2010 Simplify Employee Onboarding

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My team and I here at RJB Technical Consulting recently implemented Microsoft SharePoint 2010 for a client of ours in the health care industry. They were already experiencing benefits with SharePoint’s capabilities, but they wanted to take it one step further with automated workflows.

Our client was experiencing challenges with onboarding new employees because they had multiple, disparate systems to update for every new employee they hired. This manual entry process was time consuming and caused confusion across teams.

We created an automated workflow for our client that started with their HR department. Once the HR staff member filled out the new employee form online, the workflow kicked off and the employee Active Directory account was created.  Then, depending on the type of employee, an Exchange mailbox or Fox mail email account was created, the employee directory was updated with the new staff member’s information, and finally, IT staff, the new staff member’s manager, and director were notified of the new account, all with minimal manual data entry.

In addition to streamlining the employee onboarding process and saving this hospital time and money, we made a few more areas of the process easier – one of which was password management. Because some of their employees don’t log into a desktop daily, there were challenges with forgetting and updating account passwords. This bogged down their help desk, keeping IT from fixing business critical tasks. We set up a few workflows that sent email notifications of password expirations, simplified password resets, and disabled inactive employees after so much time has passed. These workflows in SharePoint 2010 free up this hospital’s IT staff and reduce frustration that employees feel when dealing with these headaches.

We also implemented the workflow solution of a trusted partner, Nintex who offers Nintex Workflow 2010. This has streamlined workflows for our client even further by simplifying the coding. This makes it configurable right within the user interface of SharePoint 2010 and it is easy to make changes in-house for future needs.

If you’re experiencing delays in any of your daily business tasks, contact us to see if a workflow similar to the one described above could help you out. Simplifying tasks through automated workflows can contribute to more cost savings than you might think.

By Russell J. Basiura Jr. of RJB Technical Consulting, Pennsylvania Microsoft SharePoint Partner

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