Client
Challenge
The current onboarding process relies heavily on manual data collection through traditional application forms. Applicants are required to submit their details, which are then manually reviewed and managed by HR personnel using Excel sheets. This manual approach not only consumes valuable time but also increases the likelihood of errors, leading to data inconsistencies and potential delays in the onboarding process. Connecting mentors and trainees poses another challenge, with the current method relying on disparate communication tools such as Microsoft Teams. Without a centralized system for task monitoring, tracking progress becomes cumbersome, with tasks recorded and managed separately through Excel sheets. This fragmented approach hampers efficiency and complicates the process of ensuring accountability and transparency in task completion. Moreover, the absence of a structured system for addressing common queries leaves HR personnel inundated with manual inquiries. Resolving these queries manually consumes HR resources and introduces the risk of delays and inaccuracies in information disseminationAdditionally, the reliance on a third-party software, Greythr, for attendance and policy management comes with its own set of challenges. While Greythr incurs significant costs, its limited customization capabilities fail to accommodate the organization's specific requirements, particularly regarding flexible working hours. This lack of flexibility undermines the organization's ability to adapt to evolving work arrangements and optimize workforce management effectively. Overall, the existing system lacks efficiency, introduces errors, complicates communication and task management, consumes resources, and fails to meet the organization's specific needs, particularly in terms of flexibility and cost-effectiveness.
Goal
The proposed system offers a comprehensive solution to revolutionize the onboarding process within the organization. At its core, the system seeks to address the current challenges from manual data entry, document management, and mentor allocation. By transitioning to a data collection portal, applicants can seamlessly submit their details digitally, eliminating the need of manual input and reducing the risk of errors. This streamlined approach not only enhances efficiency but also ensures data accuracy, laying a solid foundation for a smooth onboarding experience. This system introduces a centralized document management feature, allowing HR to digitally manage and review applicant documents within a secure and accessible platform. This shift from Excel sheets to a centralized repository not only streamlines document handling but also ensures compliance with organizational policies and regulatory requirements. Additionally, the implementation of the roles, domains and mentor allocation system brings consistency matching new hires with mentors based on predefined criteria. Furthermore, the proposed system enriches training and development by offering a comprehensive repository of online course materials accessible to new hires. Through this platform, mentors can effortlessly assign tasks, provide course materials, monitor progress, and deliver timely feedback, enhancing the learning experience. Real-time progress tracking mechanisms provide HR and Mentors to track the progress of new hires. Additionally, the system incorporates assessment to evaluate new hires learning and comprehension during the training period, ensuring alignment with organizational objectives and identifying areas for improvement. In the event of satisfactory assessment results, offer letter will be provided by the system, signifying the new hires qualification for their respective roles.
Result
The iTransform system has been meticulously crafted to facilitate a seamless transition for on Boarders as they progress into the Trainee phase, following approval from the HR department. As Trainees, individuals gain access to a comprehensive set of features tailored to support their training journey. They can conveniently view and manage their daily tasks, report task completions to their mentors, and access a rich repository of course materials essential for their development. Furthermore, Trainees are required to diligently report their attendance, whether they are physically present in the office or working remotely from home. To streamline this process, the system incorporates an intuitive Attendance Details Dashboard, empowering Admins to efficiently monitor attendance records with ease. Notably, the system boasts a user-friendly interface designed to cater to the diverse needs and skill levels of all users. This emphasis on usability ensures that individuals at every stage of their training experience can navigate the system effortlessly, fostering a conducive learning environment and maximizing productivity.
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