The Challenge 

A US based Credit Union wanted to streamline its employee onboarding process. Earlier all stakeholders used to exchange numerious emails to communicate status of creation of credentials in various banking platforms, softwares, systems, services and departments for new employees. This resulted in chaos, delayed onboarding, repeat communication and wasted man-hours.

The solution 

To resolve this coordination and streamiling issue, we suggested a central control by SharePoint List. The list access was provided to all the concerened owners of various banking platforms, softwares, systems, services and departments. The owners can write all credentials and status of a new employee in a collaborative manner. The credentials are to be set new on first log in by the new employee. The the new employee data came from MS-SQL Server populated by a HRMS System. An Alteryx Workflow was developed to pick up data from SQL Server and create a new JSON File for each new employee in a Local Machine’s Shared Folder.

A Power Automate Flow was developed to fetch the JSON Files whenever created via a On-Prem Data Gateway. The Data was parsed in Power Automate Flow and inserted to the SharePoint List. Subsequently a separate Power Automate Flow was also developed to trigger on change of status of a particular column and send Email notification to new employee and Hiring Managers with or without credentials. 

The result

 This saved a lot of manhours for the IT Team and all other departments who earlier used to co-ordinate manually. 

Tools and Platforms Used