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How to easily set-up your onboarding processes with Atlassian


Posted by
Andrew Costa

March 11, 2020

Back in 2012, there were only 17 people within the company at Valiantys. Fast-forward to the present and you will find that our business has grown to 200 people in 17 global offices in 7 countries. When a new member of the team joins Valiantys, the on-boarding process can have up to 50 tasks – depending on their job role. A simplified version of our on-boarding process can be seen below, separated by team:

 

HR Team IT Team Training
Collect newcomer information Order computer Schedule Agile Training
Write contract Create Salesforce account Schedule Jira Training
Schedule welcome meeting with manager Create Crowd account Schedule Confluence Training
Send ‘newbie update’ email Prep welcome letter with IT info
Send welcome email Provide building access code
Schedule medical assessment
Schedule employee feedback

 

Whilst speaking with our clients, we have noticed a few trends in their companies (regardless of size or growth) that are facing:

  • Time consuming tasks
  • Repetitive tasks
  • Different entities
  • Multiple assignees, potentially across different departments
  • Tracking which tasks have been completed.

However, with tools on offer from the Atlassian suite, a company or team is now able to combat all of the above issues with relative ease. Whilst always maximising the value and efficiency within the business as a whole.

The Solution?

Using the Atlassian suite there are multiple solutions such as using Jira Core to track the on-going tasks, using Jira Softwares Kanban boards to help visualise where the tasks are and who is joining.

Jira Core: This is the business project management software. It has been specially designed so that HR teams can organize their projects and collaborate easily. It allows you to :

  • define your workflows, i.e. the process and follow-up of your tasks
  • view project details
  • evaluate the performance of your team by monitoring the status of your projects

However the Valiantys preferred and recommended solution is to use Jira Service Desk with a little help from an add-on called Elements Copy and Sync (formally Exocet).  Elements Copy & Sync helps streamline processes in Jira through advanced copying options, synchronisation between issues, and customisable data panels to organise linked issues like sub-tasks. The benefit of using Jira Service Desk, is the customisable customer portal where colleagues will be able to raise a ticket with the HR Service Desk Portal for any on-boarding or other HR related requests.

 

 

Once an on-boarding ticket has been raised, thanks to a bit of help using Elements Copy and Sync the relevant tasks for the specific individual joining is created automatically.

Upon creation of a ticket, they are automatically created with the relevant ticket summary with the persons name, assigned to an individual, the status, and when the ticket is due, along with linking itself automatically with the parent ticket that was created by the user. The information within each of these tickets can be set to have the same reoccurring value or to use field mapping to automatically copy the relevant information; such as new employee name and arrival date. In addition to this, panels called HR Tasks and IT Tasks are displayed, these are used to separate tasks for each department. The panels can be customised and configured to display the relevant tickets you would like, in addition to the name and the amount of panels to be displayed.

Another feature of Elements Copy and Sync is that it allows certain fields of your choosing to be carried over to the ‘child’ ticket, along with comments being transferrable between tickets; meaning if a ticket has been commented on the ‘child’/’parent’ ticket will also receive the comment automatically. In the Elements Copy & Sync documentation, carrying fields over to a child ticket is called copying, and have comments transferable is called synchronising. 

In addition to this, another feature of Elements Copy and Sync is that it can also create page(s) within Confluence; Confluence is an additional Atlassian tool which allows your team(s) one place to create and maintain documents, share ideas with teammates and get things done. It functions as an enterprise wiki, knowledge base, product documentation, and more. Confluence is everything you need to create and manage content simply and collaboratively. Having Jira and Confluence brings many benefits to the on-boarding process, as Confluence can contain the processes for the on-boarding processes and can act as the central knowledge around this topic, among others. Confluence integrates seamlessly with Jira, and has the ability to call Jira to information, for example in the screen shot of Confluence below is a new starter ‘Joe Bloggs’ cleanly displays information that would contained within Jira such as the Individuals name, business unit, role, arrival date and status. In addition to this, the sub-task tickets that are to be completed in Jira are also referenced.

 

Ready to try Elements Copy and Sync?

Elements Copy & Sync can be trialed for free from the Atlassian Marketplace. Get in touch with Valiantys – as one of the leading Atlassian Platinum Solution partners in the ecosystem, we can ensure that the implementation of your HR processes using the Atlassian suite and apps like Elements Copy and Sync happens without a hitch.