Process Mapping - onboarding Process-Ottawa Community Housing

July 31, 2017

Topic 1 – Process Mapping

            In this topic, we will be looking at four different business processes, analyzing them, applying our suggested improvements to the various Process maps and explaining our reasoning for those said process improvements.

Onboarding Process-Ottawa Community Housing:

The first business process we will be looking at is the Onboarding process of Ottawa Community Housing, a non-profit housing provider in Ottawa. In this process, we will be looking at the various steps implicated in the onboarding of new employees within the organization. Firstly, we must recognise that the Onboarding Process contains two separate parts, the steps required before the employee starts, as well as the employee's first day at Ottawa Community Housing. In APPENDIX A, you will find the Onboarding business process for the organization, and in APPENDIX B, you will find the process maps that we have created to match the already existent process. Note that there are two process maps, one for each of the parts in process mentioned above.

In this particular process, we are mostly dealing with issues relating to timing. This process can be a very time consuming process to go through, therefore we are looking at recommending performance measures that will help speed up the Onboarding process, as well as add value to it. Firstly, as we can see in the first process map named “Onboarding - Prior to Employee Arrival” (see APPENDIX B), the Hiring Manager is only consulted on the new employees requirements after the employee has been contacted to start, whereas this could be done long before the onboarding process even begins. Regardless of the individual that will be starting with the company, most requirements will remain the same and therefore could be determined earlier on during the recruiting stage in order to save time during onboarding.

In addition, looking at the second process map in APPENDIX B names “Onboarding - Employee’s First Day of Work”, this map explains the various steps the new employee will go through before being put into their position. The first element that comes to mind is the Payroll piece to the process, in order to have employee setup with payroll as quickly as possible, HR could send the new hire an email prior to their arrival in order to receive their banking information beforehand. This would also be a good measure to put in place in order to save time on orientation day.