Engagement Before Day One- Online Processes Behind Practical Onboarding

July 07, 2009

Salvador Segura explained how IBM manages the offer stage and works through their pre-boarding process:

Through their ATS IBM creates an offer letter they later convert into a pdf format. It is sent via email together with instructions to the candidate on how to complete the required onboarding forms and to accept (or decline) the employment offer online. The candidate logs into the ATS and automatically is directed to a section that will present the forms that need to be completed by the candidate. Since the candidate will access the ATS with a user ID and password, the completion of the forms and adding their name to the forms will be considered as their ‘electronic signature’. Once the candidate has completed necessary forms, they will accept the offer online which will trigger a notification to the recruiter.

The recruiter reviews the documentation for completeness and accuracy. In addition, they will perform and document in the ATS proper pre- employment checks. Once the recruiter has confirmed accuracy, the ATS triggers notifications to the Hiring Manager, Training Department, IT Department and other supporting units informing of the candidate acceptance in order to ensure readiness for their start date. Readiness includes creation of use-rids, assignment of IT equipment, enrollment in induction classes and incorporation to payroll. On the candidate’s first start date, the tool triggers a welcome note with a link to a website that will provide instructions and guidance during their first days at the company.

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