Are new hires getting a seamless welcome, or are they navigating a maze of applications? Imagine a new hire’s first day spent juggling different logins and manually re-entering information. First impressions matter, even for employees being onboarded. Most HRMS systems (like Workday, SAP SuccessFactors, and others) likely come with an onboarding module to assist the new employee through his journey, like the one in the infographic. But the overall onboarding experience depends on whether the new employee is able to stay in one system and complete all of his day1 formalities, or is he bouncing around multiple systems.
A very basic need for any employee joining a company, is to provide his tax withholding status. Typically, Federal W4 forms are made available via a HRMS like Workday. However, the state W4 are usually in an ERP/Payroll system. Unless your company has purchased both Workday and the additional Payroll module, the W4 forms have to be collected twice in two different systems. That excitement of joining a new company can quickly turn to frustration when a seemingly simple task like state tax forms requires navigating a completely separate, unfamiliar system. Do you consider this “onboarding” complete, and how would a new employee rate his onboarding experience?
The problematic status quo (jump across systems), or the expensive alternative option (buy the Payroll module) are not practical and diminish the company’s brand.
✅ Implement VorkFlow, our No-code workflow automation platform to seamlessly create onboarding forms to collect all necessary employee information.
How Can VorkFlow Improve Onboarding
Our no-code automation platform, comes with easy drag-drop interfaces to create a data entry form. VorkFlow can spin up some forms to collect ALL needed employee information in one place, and then internally push data as needed to different systems. This leads to accurate data, a visual checklist that can be confirmed at the point of entry, improve employee experience and support all desired outcomes. VorkFlow can:
✅ Create a Consistent & Guided Journey: Based on the information collected, can automatically assign onboarding tasks to HR, IT, and managers.
✅ Save time with Automated Reminders: In addition to building Approvals into the workflow, our product can send out automated reminders to “chase” owners until the task is completed or re-assigned.
✅ Eliminate Redundant Data Entry: Via API calls, can push the data to systems like HRMS, ERP etc. FYI: this step effectively mitigated the problem with the W4 with holdings. Seamless. Experience delight.
✅ At the end of the onboarding, our product can additionally spin up a survey to collected employee experience ratings. No new system needed. This survey can be customized to work for 30/60/90 day check-ins as needed. Imagine feeding this all back to your HRMS, as an auditable record.
✅ Provide real-time tracking to ensure no step is missed.
By streamlining the entire process, VorkFlow allows your HR teams to focus on employee engagement and experience rather than system administration.
Final Thoughts
Enterprise systems like Workday or SAP SuccessFactors are critical assets for any enterprise, powering several critical processes. Our product is not intended to replace business critical systems, but rather augment them with “bridge” functionality in a cost-effective manner. As vendor capabilities hit the limit, extending the functionality can be expensive and in some cases take months (due to IT bandwidths). How do enterprises move forward, once your vendor product hits the wall?
Create a Seamless Onboarding Experience. Schedule Your VorkFlow Demo Today! Want to see how automation can transform your onboarding process? Schedule a Today!