How to Automate HR Transboarding with ERM
Though enterprise request management (ERM) is primarily a strategy for optimizing employee provisioning, it can also play a pivotal role in human resources (HR) processes. As described here previously, ERM can simplify and accelerate the new employee onboarding process for permanent / full-time positions as well as temporary, intern and contractor roles.
Likewise, the ERM approach can also be used to improve and automate what is perhaps the most common HR process: employee transboarding, a term coined by Holger Mueller of Constellation Research to encompass the tasks which need to be completed to officially transfer an employee from one position and department within an organization to another.
In a recent post on HR technology architecture, Mueller describes the transboarding process and why improving it is becoming more vital:
“Transboarding (is) a word constructed out of merging transfer, off- and onboarding. A lot of effort, time and resources are spend on Recruiting and Onboarding and they are key HR functions, but the most common HR event, the transfer is very little automated and supported…
Let’s go for the easy scenario..basically a talent swap. Even such a smooth and simple case is substantial work with HR Core, Training and Talent Management systems. If we talk hourly workers, add the complexity of Workforce Management. What if the manager could do an ‘electronic handshake,’ set the date and the rest would be automated? The APIs for these functions are available. We are only waiting for vendors to ‘glue’ them together for very powerful automation in a flexible, the business user empowering way.
Being able to Transboard people efficiently will be key for enterprises going forward. We already known enterprises need to become faster, if they can allocate people faster as needed, they will get faster, too. Not to mention the higher satisfaction of employees who can rotate through positions faster, without haggling managers, without fear of upsetting the current manager and so on.”
The ERM approach can be applied to make the transboarding process go as quickly and smoothly as possible, with no missed steps, in the same way it can be applied to new employee onboarding or other task workflows.
To design the process, start with the end in mind: the employee is happily starting his or her day in the new role. All necessary system updates are completed and management approvals obtained.
If the transfer involved a physical move from one location or office to another, that’s been completed. The employee has the workspace, office furnishings, equipment, systems access, and supplies needed to be productive from the outset.
What are all of the tasks—physical or software/data-related—that need to be approved, assigned, scheduled, and fulfilled in order to bring about this state of affairs? Map them out, taking prerequisites and dependencies into consideration.
Building out the workflow will require use of task workflow automation software with graphical mapping capabilities, along with calendar/scheduling software and the core service request management system.
The workflow orchestration software can accommodate the “electronic handshake” and automate much of the downstream workflow using the APIs to HR system components as well as payroll systems, facilities management software, and any other necessary data stores.
This is a high-level description of the process design to be sure, but the point is that ERM is equally ideal for simplifying and automating HR transboarding processes as it is for full-time or temporary/contract employee onboarding.
For more detail about HR workflow process design using the ERM approach, download the white paper Enterprise Request Management: The Process.