Discovering and Improving Processes

HR Employee On-Boarding: BPMN Model & Simulations

A Jump-Start on BPMN Modeling

BPMN is the standard for business process modeling, but business analysts are frequently at a loss for where to begin their process
modeling efforts. To help jump-start BPMN process modeling and analysis efforts, we are supplying a set of pre-built models and
simulations for popular processes. These models were built through real-world process improvement engagements. These models
are not expected to match your organization’s own processes, but should help you get a head start on your modeling and process
improvement efforts. To help you better understand the models, simulation results, and improvement reports, this companion guide
will offer a summary of the business situation that established their creation.

On-boarding Employees at Acme Events

Acme Events is a multi-national organization located in Europe that employs several thousand people across the Americas, Europe,
Asia and Africa. Acme handles hundreds of events each year, and managing the on-boarding and off-boarding of employees for each
occasion is key to their success. With 300-400 employees joining and departing the com-
pany every two months, the Human Resources (HR) organization is constantly recruiting,
on-boarding, training, and relieving staff.

Recently, the four members of HR responsible for on-boarding employees have been
experiencing difficulty meeting their service level agreement (SLA) of two days to com-
plete the on-boarding of an employee. The four HR staff are responsible for coordinat-
ing on-boarding efforts across 20 hiring managers, 40 Information & Communication
Technology (ICT) specialists and 50 logistics coordinators. On-boarding employees is
consuming a significant portion of HR’s time and is impacting their ability to complete Following process discovery, the Business Analyst
created a model of the current on-boarding process.
other important tasks.

As a first step toward improving the on-boarding effort, HR worked with a Business
Process Analyst to clearly define and document their process goals:

»» Reach and maintain an 85% completion rate of their two day SLA

»» Ensure new employee on-boarding comprises no more than 85% of the organization’s time

»» Keep current HR staffing level at four individuals

»» Improve the on-boarding process for HR as well as for other organizations involved in
the task (e.g., facilities, IT, payroll, and training).

Understanding and Validating the Current On-boarding Process

Following the initial process discovery sessions with the HR staff, the Business Process What-if scenarios were used by the Business Process
Analyst to compare process improvement alternatives.
Analyst at Acme Events used Visio to quickly visualize the current process (as-is) used to
bring new employees on-board. Next, the Process Analyst incorporated additional detail
into the model, including: process activity, participants, resources, time requirements, Contribute Your Own
costs, etc. The details were paired with the model using a Visio plug-in named analystView If you have developed a BPMN model
that helps simulate and report on the performance of a modelled business process. of your own and would like to share
it with other Business Analyst and
To ensure the on-boarding model accurately reflected the operations at Acme Events, the process enthusiasts, or if you make
significant improvements to models
Analyst simulated the current process map in order to validate the operations and perfor- described here, Global 360 would love
mance of her diagram against the real world experience of the HR staff and other stake- to hear from you. Please submit your
template set to ContributeMyOwn@
holders. global360.com. Each template set
should offer a minimum of a valid
Improving the On-boarding Process BPMN model and companion guide
that explains its business use scenario
Next, the Process Analyst wanted to explore alternatives to improve the on-boarding (similar to the content you have read
process. By visually assessing the process model and holding discussions with the HR above). Template sets that include
a companion guide and current &
stakeholders involved, it was evident that several departmental tasks could be performed future state models with embedded
in parallel, accelerating the on-boarding completion rate. simulations are preferred. After
a review session by our Product
Management team, we will publish
By using the optimization-wizard and what-if simulation exercises offered by Visio’s
your template in our library, identify
analystView plug-in, other improvements were identified to alleviate resource constraints you as the author, and promote its free
while dramatically improving the ability to meet the on-boarding SLAs. availability to the community.

Measured Results of Improving HR On-boarding

The BPMN process modelling and simulation exercise at Acme Events provided a clear
understanding of their current (as-is) process and concise changes that could be made
to meet their goals. With these changes in place, Acme Events’ revised (to-be) process
resulted in:

»» Completion rate of the two day SLA at 87%

»» Utilization of the ICT and HR staff reduced from 94% to 83% and 81% to 53%, respectively
»» Completion times for on-boarding reduced by 42.9%

Software Requirements
The current and future state process models used in this scenario are visible to anyone with
access to Visio 2007 or greater. In order to access the native BPMN stencils and process
simulation, Visio Premium 2010 and its analystView simulation plug-in are required. If you
do not currently own Visio or analystView, free 60-day trials of the software are available at:

»» http://visiotoolbox.com/2010/trial-downloads.aspx
»» http://www.global360.com/products/process-discovery-analysis

For more information on the BPMN Process Models and simulations,

please contact us at info@global360.com

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