One of the most complex situations I have to face during consultancy with our customers is the communication between the IT and the HR department.
HR personnel have to manage information on new hires, resignations, reassignment and internal travel on a daily basis. Each of these tasks has increasingly important implications for the IT department.
For example, we list some of the tasks related to a new recruit that must be communicated to the IT department:
And even more frequently:
If we try to consider them individually, each of the above tasks can be associated with a specific IT process that can be managed by different company functions with various sub-tasks.
Each of them, depending on the complexity of the company organization and the employment category of the person hired, could require one or more levels of approval, thus triggering further processes.
In many cases I have been able to verify whether the communication between the two IT and HR functions is really limited: the IT staff receives an email or a paper document from either the HR staff or their manager with (almost always partial) information on the IT equipment and user profiling to be prepared or modified.
This situation has these typical consequences:
I have also had confirmation, all too often, that the situation is even worse when managing cases of resignation. The notification in these cases arrive very late, and in the worst cases it is managed at a much later date, with obvious consequences.
A recent research report on this situation is available from ADP and IDC, which surveyed 2,022 HR decision makers across eight European countries, which notes this situation:
With the digitalization of business processes, a close collaboration between those in the company involved in human resources and those in charge of information technology is necessary.
To improve this collaboration, you can use EriZone, our IT Service Management solution, which can bring the following benefits:
The two typical approaches with which EriZone can be used to optimize communication between HR staff and IT people are:
In the most common situations, using the Activity Management process can be a great help for HR staff. This process can be easily configured and customized to handle typical HR workflows, and allows the creation of events, profiles and related activities that may have dependencies.
In the following example you can see a Hiring event with many activities divided into profiles: Business Applications, Domain account set up, Hardware, Mobile devices, and Software. For each profile you can select or or multiple activities.
The selection of each activity initiates a dedicated ticket in the preconfigured area of expertise.
Starting this process creates a series of child tickets linked to the parent ticket related to the Hiring event. The parent ticket can be closed only when all child tickets are closed.
A significant advantage accruing to those managing the process is the complete visibility of the activities performed or pending because, as the tasks are performed by the dedicated areas of expertise, the related tickets are closed with a note on the parent ticket.
 To read more about the challenges facing HR teams across Europe, click here for the full whitepaper.