Digital Employee Onboarding
Digitising and largely automating employee onboarding – from the manager's request to a fully configured laptop.
Internal company solution – presentation abstracted for confidentiality reasons.
- Problem
- New employees require too much manual IT preparation.
- Solution
- Central data capture, automated device provisioning and self-service setup.
- Result
- Laptop preparation reduced from about one working day to about two hours.
Initial situation
Preparing a new workplace consisted of many manual steps: setting up the device, assigning permissions, configuring drives, printers and connections, handing out paper documents. Every step was done by hand and had to be coordinated between the manager, HR and IT.
Problem
A laptop took around one working day to prepare. Information about the new employee arrived unstructured, settings were repeated for every device and errors only surfaced on the first working day.
Goal
An end-to-end, largely automated process: the manager registers the new employee via a web form and everything else runs in a traceable, standardised way. The long-term goal is near-zero-touch onboarding.
Solution
For the internal onboarding process, central data capture with subsequent automated provisioning was established.
- Web form for authorised managers
- Device provisioning with OSDCloud and a predefined standard image
- Group policies and group membership by department and role
- Network drives, printers and application access prepared automatically
- SSO and MFA set up from day one
- Self-service setup by the employee with digital guides
- Significantly less paperwork
Result
Preparing a laptop now takes about two hours instead of about one working day. The process is standardised, documented and usable by managers without IT knowledge.
Business value
Less manual IT work per hire, shorter waiting time until a workplace is ready, fewer errors thanks to uniform configuration and a professional first impression for new employees.
My contribution
Design and implementation of the technical onboarding process – from central data capture through device provisioning to the self-service guides.
Technical details
Architecture
The manager registers the new employee in a web form. Identity, groups and policies are derived from the centrally stored data; the device is provisioned with the standard image and automatically receives drives, printers and settings via policies. The employee completes the setup via self-service.
- Manager
- Onboarding form
- Workflow / master data
- Identity · endpoint · policies
- Employee with a ready workplace
Technologies
Integrations, APIs and authentication
Connection to the directory and the Microsoft identity (identity, groups, SSO, MFA), group policies for drives, printers and settings, and OSDCloud for device provisioning.
Security
SSO and MFA are active from day one. Permissions derive from department and role instead of manual individual assignment. Only authorised managers can trigger onboardings.
Technical highlights
- Device provisioning with OSDCloud and a predefined image
- Department-specific drives, printers and groups via policy
- Self-service setup with digital guides
- Planned: interactive welcome page for new employees