BUSINESS PROCESS DOCUMENT

HR AUTOMATION

Business Process Document

HR Automation

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INTRODUCTION
The Business Process Document is a document which provides a detailed description of a
business process which is designed to meet an identified business need. To be effective,
business processes is formally designed, structured, documented, and communicated. By doing
so, all individuals and groups using the process will be able to more easily achieve the desired
results.

Process Purpose: This section should provide a description of the purpose of the process. This
may include why and how the process will benefit the organization.

Process Scope: This section should provide a description of what is included in the business
process as well as what is not included or is out of scope for the process.

Process Input: All business processes have an input or a need to be fulfilled. This need or input
is what initiates the process to begin. This section should identify the need or input required to
initiate the process.

Process Boundaries: Process boundaries are a way of identifying where a process begins and
where it ends. For example, there may be a need or input that initiates a process but is not
actually a part of the process. The boundaries of the process must be clearly defined,
documented, and communicated.
Process Flow: Many business process documents provide the process flow in a graphical
format. Some provide the flow in a verbal format. Some provide both. This may depend on
organizational standards. However, it is imperative that some detailed description of the flow
of the process is provided. Without this, the process becomes open to interpretation and will
suffer from a lack of formality and clarity. This section should describe each step of the process
from beginning to end.

Process output: All business processes have an output or result that they must achieve. This is
directly tied to the process purpose. While the output may not necessarily be a formal part of
the process itself—depending on where the boundary is established—it is an integral part of
the document as it explains what it expected upon completion of the process. This section
should provide an explanation of the process’s output.

Exceptions to Normal Process Flow: Often, a business process will not follow its normal work
flow from beginning to end as there may be many variables involved in the process. This

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section should explain where exceptions to the flow may occur and what steps will be taken in
such an instance.

Control Points and Measurements: Business processes are not without risk and uncertainty.
Nor are they exempt from any type of efforts to continuously monitor and improve them.
Control points should be established at various points of the process flow where risks have
been identified. This helps the process owner monitor risks associated with the process and is
useful in ongoing process improvement efforts. Measurements are also necessary for
determining the effectiveness of a process and performing process improvement.
Measurements may coincide with control points in an effort to identify where risks or problems
may reside and to determine a methodology for improving the process around these risks and
problems.

BUSINESS PROCESS DOCUMENT

Name of Process: Talent Acquisition

Process Owner: Vikas/Vani/Rucha
Created By: Varroc Group Last Updated By: Rucha
Date Created: Last Revision Date:

Process Purpose: The purpose of Talent Acquisition Process is ability to hire best talent so as to
meet organizational needs swiftly and efficiently.
Process Scope: This process pertains only to internal staffing requirements. External
requirements, such as Contract Support, Campus Recruitment and other
internal requirements.
Process Input: The process input for talent acquisition is the operational division’s
identification of an internal staffing need. Once this input is identified, the
hiring will be initiated.
Process The activities involve MPR Approval process, Job Posting on Portal, Sourcing
Boundaries: and Interview Process, Pre joining Process and Automated hiring and
Onboarding, Employee Referral Process etc.

Process Output: The output for this process is a newly hired and qualified employee to fill
organizational needs in the requesting operational division

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 Exceptions to if no interviewed candidates are deemed qualified, then the job description
Normal Process and key skill sets will be re-written by the operational division, re-submitted to
Flow: Human Resources, and the Personnel Staffing Process will begin again.
1. , if candidate does not sign and return the offer letter, a successful
alternate candidate will be notified and made an offer.
Control Points 1. A control point and measurement is established in the process flow. The
and process owner will continuously measure the number of qualified
Measurements: applicants responding to staffing solicitations. If these numbers are low or
there are a large number of applicants who are not qualified, then steps
will need to be taken to improve the quality and detail of the solicitation to
include: more specific list of required skill sets, more specific detail of
required qualifications, more specific detail of beneficial qualifications and
skill sets.
2. A control point and measurement is established in the process flow. If
significant numbers of candidates receiving offer letters do not accept the
offer, steps will need to be taken to determine why the offer was not
accepted to include: a review of benefits package offered, a review of
salary offered, a review of first and second interviews of the candidate.

SAMPLE BUSINESS PROCESS FLOW DIAGRAM

Operational Division
identifies staffing
need and notifies HR
Input

MPR Process Job Posting on Portal Sourcing and Offer

Process
Approval Interview Administration
Process Process

Pre Joining
Confirmation Letter to Employee Referral Automated Process
employee (Can be Process Hiring &
uploaded on External Onboarding
Payroll Portal.

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 Output

Candidate officially hired

and New Employee
Onboarding Process begins

If no candidates are
qualified, data sheet is
revised with more detailed
requirements/qualifications
and process starts from
beginning

Name of Process: Performance Management System

Process Owner: Kedar/Mohnish/Rucha
Created By: Varroc Group Last Updated By: Rucha
Date Created: Last Revision Date:

Process Purpose: The purpose of Performance Management System is ability to measure the
performance of employee so as to meet organizational needs.
Process Scope: To measure the performance of the employee as per the Key Result Areas.
Process Input: The process input for Performance Management is identification of Key
Parameters and define the goals and objectives. Once the input is identified,
the performance matrix is designed to measure the performance.
Process The activities involves Goal Setting, Reviewing the performance, appraising
Boundaries: during mid year review and Annual Review.

Process Output: The output for this process is a performance review of an employee through
predefined Rewards and Recognition Point based System.
Exceptions to If employee joins at the end of Financial year; Rating would be given by
Normal Process mutual evaluation between Reporting Manager and HR.
Flow:
Control Points 1) By Regular evaluation of employees performance.
and 2) By Keeping Predefined Ratings in Place.
Measurements:

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 3) By giving proper authorizations to the Users keeping the confidentiality
of individual performance.

SAMPLE BUSINESS PROCESS FLOW DIAGRAM

Goal Identification as
per organization
needs.
Input

Goal Setting Measuring Employee Appraising the Measuring

Process
Performance on performance Employee
Regular Basis during Mid Year Performance on
Review Regular Basis

Appraising the
Appraising the performance
Appraisal Letter to the
Reward and during Annual
employee. (ASR Letter).
Recognition Year end
Program Review

Name of Process: Learning Management System

Process Owner: Anup/Mohnish/Rucha
Created By: Varroc Group Last Updated By: Rucha
Date Created: Last Revision Date:

Process Purpose: The purpose of Learning Management System is ability to plan, implement,
and assess a specific learning process within organization.
Process Scope: To assess the learning needs of employees and enhance the skillset to work
efficiently in the organization.
Process Input: The process input for LMS is identification of Key Responsibilities areas and
prepare the learning calendar so as to enhance the skillset of employees at
functional level.

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 Process The activities involves TNI/TNA, Training calendar Finalization, Training Design
Boundaries: and Roll Out, Training Effectiveness measurement etc.

Process Output: The output for this process is successful completion of Learning calendar and
implementing the skillsets at functional and technical level in the organization.
Exceptions to The learning needs of individuals are found in Rare skill sets which require
Normal Process external trainings.
Flow:
Control Points 1) By Regular evaluation of employees performance.
and 2) By designing appropriate Learning programs to satisfy learning needs at
Measurements: 3) By giving proper authorizations to conduct the training specific to the
employee skillset.

Input

TNI/TNA Training Calendar Training Design Training

Process
Finalization/IDP & Rollout Effectiveness
measurement

Output Successful
completion of
Training

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 Name of Process: Exit Management And Offboarding Process
Process Owner: Rucha
Created By: Varroc Group Last Updated By: Rucha
Date Created: Last Revision Date:

Process Purpose: The Purpose of Exit Management Process is to have smooth Exit of the
employee from the Organization and to automate the entire process so as to
smooth functioning and good employee experience.
Process Scope: This process pertains only to internal staffing requirements. The process
includes submitting the resignation on the portal, Manager Acceptance,
Serving the Notice Period with mutual agreement, FNF Completion, Automated
Exit Questionaire on the Portal Etc.
Process Input: The process input for Exit Management is employee resignation on the Portal
and automated email will go to Reporting Manager.

Process The activities involves Employee Resignation on Portal, RM approval on Portal,

Boundaries: Exit Questionaire, Monthly Separation Reports.

Process Output: The output for this process is an Automated Exit and OFF BOARDING Process.

Control Points 3. A control point and measurement is established in the process flow. The
and Process owner should run the program to ensure that SAP ID is getting
Measurements: deactivated and Accesses are getting deactivated after the separation
action is run.

SAMPLE BUSINESS PROCESS FLOW DIAGRAM

Employee resigns on
Exit Portal.
Input

Autonotification will Post Managers Last week of his / her notice

Process
go to RM commend employee period automatically exit
get mail notification, Questionnaire mail
in which mentioned notification send to resigned
his/ her resignation employee and he / she has
No DUES clearance mail
acceptance with date to complied the same.
8 of reliving as per
notification will send
automatically to
policy.
respective department
for clearance of dues
pending if any for
resigned employee.
 Employee can be get separated on
the last day once ERO entered his
Output- separation and release his /her
experience letter through system.

Name of Process: Campus Recruitment Process

Process Owner: Barun/Rucha
Created By: Varroc Group Last Updated By: Rucha
Date Created: Last Revision Date:

Process Purpose: The purpose of Campus Recruitment Process is ability to hire best talent so as
to meet organizational needs swiftly and efficiently.
Process Scope: This process pertains only to internal staffing requirements.
Process Input: The process input for Campus Recruitment is the operational division’s
identification of an internal staffing need. Once this input is identified, the
hiring will be initiated.
Process The activities involve Pre Hiring, GET Requirement Gathering, GET Campus
Boundaries: Calender, Post Hiring to Pre joining Process, Offer Letter Generation, Pre
joining Kit, Onboarding Activity.
Process Output: The output for this process GET Candidates on boarded in the organization.

Exceptions to if no interviewed candidates are deemed qualified, then the job description
Normal Process and key skill sets will be re-written by the operational division, re-submitted to
Flow: Human Resources, and the Personnel Staffing Process will begin again.
2. if candidate does not sign and return the offer letter, a successful alternate
candidate will be notified and made an offer.
Control Points 4. A control point and measurement is established in the process flow. The
and process owner will continuously measure the number of qualified
Measurements: applicants responding to staffing solicitations. If these numbers are low or
there are a large number of applicants who are not qualified, then steps
will need to be taken to improve the quality and detail of the solicitation to
include: more specific list of required skill sets, more specific detail of
required qualifications, more specific detail of beneficial qualifications and
skill sets.
5. A control point and measurement is established in the process flow. If
significant numbers of candidates receiving offer letters do not accept the
offer, steps will need to be taken to determine why the offer was not

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 accepted to include: a review of benefits package offered, a review of
salary offered, a review of first and second interviews of the candidate.

SAMPLE BUSINESS PROCESS FLOW DIAGRAM

MPP ,GET
Requirements
gathering and
Input
Management
approval

Projects details and GET Campus GET Life cycle Post Hiring to Pre
Process
Approval Calendar Dashboard for Joining
BU s and
Management

Offer Letter
Pre joining kit Generation

OUTPUT

GET Onboarding

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