Implementation Questionnaire

1 Introduction
2 Onboarding Process Questionnaire
3 Offboarding Process Questionnaire

Introduction

This questionnaire is intended to determine high level onboarding process requirements. The answers to these questions will help inform the design and timelines for the implementation.

Question	Response
Number of workers by country (employees, contractors)
Number of hires per month (employees, contractors)
Number of terminations per month (employees, contractors)
Systems in use - HCM, Recruiting, Employee Directory, Background Check, Other

Onboarding Process Questionnaire

Category	Questions	Response
Current Process	Briefly describe your current onboarding process. When and what initiates the onboarding process e.g. when an employee is hired in HRIS, a hiring manager submits a form, etc. List the system names involved in the process. What’s working well and what would you like to change?
People Involved	Who are all the participants in the onboarding process e.g. HR, IT, Manager, Facilities, others? Who is the owner and who are “watchers”? When and how do all the participants get involved in the process? What’s working well and what would you like to change?
Pre-boarding	What does your pre-boarding process look like? This could involve communication with the new hire before they join. What happens within an application (e.g. HRIS) vs what are you managing through emails, spreadsheets or other processes? 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? Do you have anyone to send virtual welcome cards or a video message? Are calendar invites sent out for the first week?
Visibility	How do you get visibility into the status of a new hire’s onboarding? Provide response from the perspective of HR, New Hire, Hiring Manager.
Compliance	Are there any regulatory or compliance requirements e.g. SOC compliance, required audit trails, approvals, etc for certain tasks? What are typical process times for onboarding? For example, are most hires planned or do you have the need for immediate hiring?
Scenarios	What scenarios make onboarding in your organization unique and challenging? Do you run into any of these scenarios? New hire start date is well into the future, needs delayed onboarding Change to new hire e.g. start date may change
Efficiency	Where do you spend most time? What are the repetitive tasks you would like to see automated? Provide response from the perspective of HR, New Hire, Hiring Manager, IT.
Other	What are other challenges you face with the onboarding process? Provide response from the perspective of HR, New Hire, Hiring Manager, IT.

Offboarding Process Questionnaire

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