Employee Onboarding Workflow

Overview

When a company transitions to a new HR platform, ensuring a smooth and automated employee onboarding process is crucial. Our client was migrating to MHR’s PeopleFirst HR platform and required a tailored employee onboarding workflow that would seamlessly integrate with their existing systems.

The goal was to create an automated process that would trigger upon the creation of a new employee in PeopleFirst. This workflow needed to:

  • Provision the new employee in both on-premise Active Directory and Business Centrals.

  • Return to PeopleFirst after successful provisioning to invite the user to the platform.

  • Ensure a real-time, event-driven approach without unnecessary system polling.

  • Maintain a reliable and traceable log of all events.

The Solution

To achieve this, we implemented an event-driven architecture that reacts to system changes instead of continuously checking for updates. By leveraging Azure Queues, we ensured that each step of the workflow would trigger based on real-time events, making the process more efficient and reducing unnecessary resource usage.

How It Works (Simplified)

  1. Employee Added to PeopleFirst

    • When a new employee is created within PeopleFirst, an event is triggered, signaling the start of the onboarding process.

  2. Active Directory and Business Centrals Provisioning

    • The system automatically provisions the employee in both on-premise Active Directory (for internal network access) and Business Centrals (for finance and operations management).

    • No manual intervention is required, reducing administrative workload and minimizing errors.

  3. Returning to PeopleFirst

    • Once provisioning is complete, the system returns to PeopleFirst, inviting the user to access the platform and begin their employee journey.

  4. Event Tracking with Cosmos DB

    • Every step of the process is recorded in Cosmos DB, ensuring a single source of truth and providing full traceability for compliance and auditing purposes.

Why an Event-Driven Approach?

Traditional systems often rely on polling, which means continuously checking for updates, leading to unnecessary processing and inefficiencies. Instead, our event-driven approach ensures:

  • Instant reactions to changes without delays.

  • Efficient resource usage, as actions are only taken when needed.

  • Scalability, allowing future expansion without increasing processing overhead.

Technology Stack

Our solution was built using:

  • PeopleFirst – The core HR platform managing employee data.

  • Active Directory – On-premise user management and authentication.

  • Business Centrals – Finance and operations management system.

  • Azure Queues – Handling event-based workflow processing.

  • Cosmos DB – Storing event logs and providing a source of truth.

Final Thoughts

This automated onboarding workflow not only streamlined employee integration into the company’s systems but also enhanced efficiency, accuracy, and security. By leveraging an event-driven process with Azure Queues and Cosmos DB, we created a scalable, reliable, and fully automated onboarding experience.

Looking to implement a custom workflow for your HR system? Let's talk!

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