Step Task description Accountable Remote/Onsite

Pre-Offer Acceptance
1 Confirm start date with Department Heads Recruitment Remote/Onsite
2 Send out offer letter and fill-out forms Recruitment Remote/Onsite
3 Discuss and Confirm with New hire about the Start date (Remote and/or Onsite) Recruitment Remote/Onsite
Offer Acceptance
I. 1 week Before 1st day
On boarding Agenda 3 weeksd to prepare HRBP
8 Select a buddy and explain the role to the buddy HRBP Remote/Onsite
I. Before 1st day
1 Create the employee ID on HRIS C&B Remote/Onsite
2 Email to inform new employee's arrival date and role (New-hire update email) – to IT & managers, Aps Recruitment Remote/Onsite
3 Connect new hire to HR Admin and C&B for relocation process Recruitment Remote
3.1 Prepare the visa application to the government Admin Remote
3.2 Book flight Admin Remote
3.2 Arrange a call to explain for quarantine process when comes to VN HRBP Remote
3.4 Take care new comer during quarantine time Admin Remote
3.5 Find the apartment Admin Remote

4 Request IT for: Softwares, IT equipments, Folder Access AD/AP Remote/Onsite

5 Seat / Workstation mapping Admin+ IT Remote/Onsite
5.1 Get confirmation on if VPN remote access is necessary HRBP Remote/Onsite
5.2 Get confirmation on if DataCloak is neccessary HRBP Remote/Onsite
6 Prepare the Service Contract (3-month) + NDA C&B Remote/Onsite
7 Computer, email setup, and any required software installation, etc. IT Remote/Onsite

9 Prepare the Service Contract C&B Remote/Onsite

10 Liberty Insurance C&B Remote/Onsite
11 Remote Work Kick-start Meeting with HR/TA/IT/Production Recruitment Remote
11.1 Explain the process, working hours and payment (if any) HRBP Remote
11.2 Explain the set up of workstation and to follow up. HRBP Remote
11.3 Explain the scope of work and projects. Manager/PROD Remote
Discuss about the objectives Manager/GM/HRBP
12 Onboarding Agenda sent to New hire's personal email Training Remote/Onsite
II. 1st day (REMOTE)
1 HRIS guideline for working hours / WFH registration Recruitment Remote/Onsite
2 Remote Onboarding materials Recruitment Remote/Onsite
3 Onboarding gift COM/Admin Remote/Onsite
II. 1st day (ONSITE)

1 Induction program: Recruitment Onsite

• Working hours
• Monthly pay day and how to get paid
• Break time
• IT Policy
• Non-disclosure Agreement & Confidentiality
• Security policy and company facilities/equipment
• Parking

2 Inform IT team about new hire's IT Security training completion Training Onsite
3 Get personal document of new employee C&B Onsite
4 Sign Probation Contract and explain terms and conditions in the contract (if any) + Employee handbook C&B Onsite
5 Register fingerprint for new employee and inform them Employee Code Admin Onsite
6 Take picture for Employee Directory update COM Onsite
7 Send out the newcomer announcement COM Remote/Onsite
8 Add employee to SPARX* ZALO Group COM Onsite
9 Office tour (Introduce employee to buddy, key people) Recruitment Onsite
10 Send out the on boarding guidline to the newcomer (including: Guidebook for studio's newcomers, where to Training Remote/Onsite
go for lunch, Saigon survival kit)
11 Arrange welcome lunch AD/AP Onsite

III.First Week
During first week
1 IT Policy training (in detail) IT Remote/Onsite
2 IP training (in detail) AD/TL Remote/Onsite
3 VN Simcard Admin Onsite
4 Bank Account C&B Onsite
5 HR Onboarding (for Manager level: Overal HR & Evaluation processes) HRM Remote/Onsite
6 Managers Intro Meeting HRBP Remote/Onsite
7 Team Intro Meeting HRBP Remote/Onsite
8 Agenda for the first month HRBP/AD/AP
Probation Follow up
1 Follow up with employee after orientation event to ensure understanding of critical messages and HRBP Remote/Onsite
expectations
2 Meet regularly with employee to answer questions and ensure they are becoming acclimated to department HRBP Remote/Onsite
and position

3 Conduct 30 day meetings with supervisor to review employee questions and establish performance Direct Sup and Remote/Onsite
expectations/goals. Ensure employee is becoming acclimated to department and position responsibilities HRBP

Probation Review Remote/Onsite

1 Direct Sup/Producer fill in the Probation Evaluation form. Inform to employee in advance about the HRBP + AP/LM Remote/Onsite
evaluation process and meeting schedule.
2 Conduct the face to face probation evaluation meeting among: employee, direct supervisor HRBP, EE, AP, Remote/Onsite
LM/AD
3 Officially inform probation result to EE, C&B, HRM HRBP Remote/Onsite
4 Contract signing (for successful case) HR (C&B) Remote/Onsite
5 Onboarding survey HRBP Remote/Onsite
6 Exit checklist follow (for unsuccessful case) HR (C&B) Remote/Onsite
 Note
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1 week in prior to Start Date (Service Contract)

Immediately after Offer Acceptance

Immediately after Offer Acceptance
Immediately after Offer Acceptance
Update the status every Monday until getting the visa
When the visa application is approved

Send welcome gift, phone installed Apps in the first week

Admin to check carefully with new comer about their expectation for the location/cost

Immediately after Offer Acceptance

During the first 2 weeks after Offer Acceptance , at least 1 week in prior to Start Date
(Offer Letter)
Immediately after Offer Acceptance. Deadline for confirmation in 2-week time or 1-
month time prior to Start Date (Offer Letter)
Immediately after Offer Acceptance. Deadline for confirmation in 2-week time or 1-
month time prior to Start Date (Offer Letter)
Actual Start Date is to be confirmed by Recruiter, after the confirmation from (4.1) +
(4.2)
1 week in prior to Start Date (Service Contract)

Right after new hire accepts the offer, at least 1 day before
Right after new hire accepts the offer, at least 1 day before
Immediately after NDA is signed. Recruitment to coordinate
Immediately after NDA is signed. Recruitment to coordinate

3 days in prior to Start Date

Sent to candidate via email

Sent to candidate via postal if working oversea

new hire checklist

Within 3 days from Start Date

2PM every Monday

Training to coordinate
Training to coordinate
First Tuesday, take new comer to go to simcard shop
First Wed, invite bank to come to office

HRBP to coordinate to arrange the Zoom Meeting (working remotely) or face2face

meeting (onsite)
HRBP to coordinate to arrange the Zoom Meeting (working remotely) or face2face
meeting (onsite)
S
k
i
l

1 month after 1st day. The meeting note should be saved and recorded in employee
history masterfile

at least 1 week before probation ends

within 1 week before probation ends

After 2
After 3
After 4
After 3
Step Task description PIC
Pre-Offer Acceptance
1 Confirm start date with Department Heads Recruitment
2 Send out offer letter and fill-out forms Recruitment
3 Ask new employee prepare copies of their ID card + Residence book + certificates + 2 pictures (3x4) Recruitment
4 Send out forecasted number of trainees onboarding on set Start Date (1) in New Hires email thread Recruitment
5 Confirm factual number of trainees onboarding on set Start Date Recruitment
Offer Acceptance
I. Before 1st day
1 Create the employee ID on HRIS C&B
2 Request IT for: Softwares, IT equipments, Folder Access AD/AP
Seat / Workstation mapping IT + Admin
3
4 Computer, email setup, and any required software installation, etc. IT
5 Select a buddy and explain the role of buddy (HRBP) TL/AD + HRBP
6 Prepare the Training contract C&B
7 Onboarding Agenda sent to New hire's personal email Training
II. During 1st day
During first day
Recruitment
Induction program:
• Working hours
• Monthly pay day and how to get paid
• Break time
1
• IT Policy
• Non-disclosure Agreement & Confidentiality
• Security policy and company facilities/equipment
• Parking

2 Get personal document of new employee C&B

3 Sign Training Contract and explain terms and conditions in the contract (if any) + Employee handbook C&B
4 Register fingerprint for trainees and inform them Employee Code Admin
5 Take picture for Employee Directory update COM
6 Name photo and share with IT for Lync update Training
7 Send out the newcomer announcement COM
Office tour (Introduce trainee to their team(s), Training lead, key people, division areas) & show their
8 Training
workstation(s)
III. After 1st day

During first week

1 IT Policy training (in detail) IT

2 Mindset and culture training HRBP

3 IP training (in detail) AD/TL

Training Period

1 Follow up with trainees after orientation event to ensure understanding of critical messages and expectations Training

2 Meet regularly with trainees to answer questions and give timely support Training

Frequently follow up with Training lead and help weak trainees to catch up and meet expectation (by
3 Training
identifying their strenths and weakness)
4 Inform C&B about the passed and failed trainees (2 weeks before training period completes) Training
5 Sit down with failed trainee(s) to inform the result with feedback for improvement AD/Training Lead + HRBP
Probation Period
1 Prepare the probation contract and remind about company policy, security C&B

2 Production training PROD

 Meet regularly with employee to answer questions and ensure they are becoming acclimated to department
3 HRBP
and position
Conduct 30 day meetings with supervisor to review employee questions and establish performance
4 Direct Sup and HRBP
expectations/goals. Ensure employee is becoming acclimated to department and position responsibilities
Probation Review
Direct Sup/Producer fill in the Probation Evaluation form. Inform to employee in advance about the
1 HRBP + AP/LM
evaluation process and meeting schedule.

2 Conduct the face to face probation evaluation meeting among: employee, direct supervisor HRBP

3 Officially inform probation result to EE, C&B, HRM HRBP

4 Contract signing (for successful case) C&B

5 Exit checklist follow (for unsuccessful case) C&B
 Note

2 weeks in prior to Start Date

3 days in prior to Start Date

Immediately after Offer Acceptance

Immediately after Offer Acceptance
During the first 2 weeks after Offer Acceptance , at least 1
week in prior to Start Date (Offer Letter)
1 week in prior to Start Date
1 week in prior to Start Date
1 week in prior to Start Date
3 days in prior to Start Date
at least 1 per week

Training coordinate follows up the situation

Training lead is the key person helping trainees

at least 1 week before probation starts

During 1st day of probation period

1 per week

1 month after 1st day. The meeting note should be saved

and recorded in employee history masterfile

at least 1 week before probation ends

within 1 week before probation ends

After 2

After 3
After 4