1. Purpose
Establish a professional, time-bound, and auditable onboarding workflow that transitions a candidate to a productive employee through pre‑boarding, Day 1, Week 1, and the 30‑60‑90 integration period.
Why this exists: To remove ambiguity, prevent last‑minute rush, and ensure every new joiner experiences a consistent, EVP‑aligned start.
Outcome expected: New hires are fully set up, culturally integrated, and delivering agreed outcomes by Day 90.
2. Scope
Applies to all new hires (full‑time, part‑time, contract, interns) across all locations and business functions.
In scope: Activities from offer acceptance to confirmation/extension at ~90 days.
Out of scope: Vendor/third‑party contractor onboarding (separate Vendor & Contractor Policy) and rehires within 6 months (re‑orientation only).
Cross‑references:
- Offer Approval & Negotiation SOP (Stage 3)
- TA → HR Handoff SOP (Stage 3)
- Background Verification (BGV) SOP (Stage 4)
- 30‑60‑90 Integration & Performance SOP + Tracker (Stage 4)
- Onboarding Policy (Stage 4)
3. Roles & Responsibilities (RACI)
| Activity | TA | HR Ops | Hiring Manager | Dept Head | IT | Admin/Facilities | Finance/Payroll | Buddy/Mentor | New Joiner |
| Trigger onboarding after acceptance | R | A | C | I | I | I | I | I | I |
| BGV initiation & tracking | C | A | C | I | I | I | I | I | R (info) |
| Document collection & verification | I | A | I | I | I | I | I | I | R (submit) |
| IT asset & access provisioning | I | C | C | I | A | C | I | I | I |
| Day 1 agenda & orientation | I | A | C | I | C | C | I | C | R (attend) |
| Dept induction (Week 1) | I | C | A | C | I | I | I | C | R (participate) |
| 30‑60‑90 goal‑setting & reviews | I | C | A | C | I | I | I | C | R |
| Probation evaluation & confirmation | I | A (process) | A (content) | C | I | I | C | C | R (self‑review) |
Legend: A = Accountable, R = Responsible, C = Consulted, I = Informed.
Outcome expected: Everyone knows “who does what by when,” eliminating handoff gaps.
4. Timeline & Milestones (T‑10 to T+90)
| Timeline | Milestone | Owner | Evidence / Artifact |
| T‑10 to T‑6 business days | Welcome email; BGV launched; documents requested; IT request raised | HR Ops | Welcome Email; BGV Ticket; Doc Checklist; IT Ticket |
| T‑5 to T‑3 | Laptop & licenses reserved; seating/ID/parking; Day 1 agenda shared | IT, Admin, HR Ops | IT Readiness Log; Admin Checklist; Day 1 Agenda |
| T‑2 to T‑1 | Access pre‑provisioned; manager confirms Week‑1 plan | IT, Hiring Manager | Access Matrix; Week‑1 Plan |
| T+0 (Day 1) | Orientation, IT handover, manager session, buddy intro | HR Ops, IT, Manager, Buddy | Day 1 Attendance; Asset Handover; Orientation Slides |
| T+1 to T+5 (Week 1) | Dept induction, first tasks, HR check‑in | Manager, Buddy, HR Ops | Induction Plan; Task Log; HR Check‑in Notes |
| T+30 | 30‑day review; adjust goals | Manager, HR Ops | 30‑Day Review Form; Tracker |
| T+60 | 60‑day review; performance calibration | Manager, HR Ops | 60‑Day Review Form; Tracker |
| T+85 to T+90 | Probation evaluation; confirm/extend | Manager (content), HR Ops (process) | Evaluation Form; Confirmation/Extension Letter |
Outcome expected: Predictable, published SLAs; zero “last‑minute scramble.”
5. Pre‑Onboarding (T‑10 to T‑1 Business Days)
5.1 Activities & SLAs
| Step | Action | Owner | SLA | Evidence |
| 1 | Send Welcome Email + Joining Instructions + policy links | HR Ops | T‑10 | Email copy in HRIS |
| 2 | Launch BGV; capture consents | HR Ops | T‑10 | BGV Ticket & Consent |
| 3 | Request statutory docs (ID, address, education, tax, bank) | HR Ops | T‑10 | Doc Checklist status |
| 4 | Raise IT request (asset, email, tools) | HR Ops | T‑9 | IT Ticket |
| 5 | Approve software/license profile per role | Hiring Manager | T‑7 | Access Matrix approval |
| 6 | Arrange seating/ID/access card (onsite) | Admin | T‑5 | Admin Checklist |
| 7 | Share Day 1 agenda & Week‑1 plan with joiner | HR Ops + Manager | T‑3 | Agenda & Plan shared |
| 8 | Pre‑provision core access (least‑privilege) | IT | T‑2 | Access log |
5.2 Quality Gates
- BGV must be initiated before Day 1; interim access is limited by least‑privilege.
- Missing mandatory documents → escalate to HR Ops Lead T‑2.
Outcome expected: New joiner arrives at a prepared workspace, working credentials, and a clear first‑week plan.
6. Day 1 Orientation (T+0)
6.1 Standard Agenda (Indicative)
| Time | Session | Owner | Objective | Artifact |
| 10:00–10:20 | Welcome & Introductions | HR Ops | Set tone; EVP pillars | Orientation deck |
| 10:20–10:50 | Company Overview & Policies | HR Ops | Culture, code of conduct, leave, security | Policy links |
| 10:50–11:30 | IT Handover & Security Induction | IT | Device setup; MFA; security do’s/don’ts | Asset form |
| 11:30–12:00 | Admin & Facilities | Admin | ID card, seating, safety | Admin checklist |
| 12:00–12:45 | Manager Connect | Hiring Manager | Role, goals, expectations | Week‑1 plan |
| 12:45–13:15 | Buddy Introduction | Buddy | Social integration; informal Q&A | Buddy note |
| 15:30–15:45 | HR Check‑in | HR Ops | Resolve early blockers | Check‑in note |
6.2 Outputs
- Asset Handover signed; MFA enabled; policy acknowledgments recorded in HRIS.
Outcome expected: Joiner leaves Day 1 with access, clarity, and a human connection.
7. Week 1 – Functional Induction (T+1 to T+5)
7.1 Induction Modules
| Module | Content | Owner | Evidence |
| Tools & Systems | Productivity, collaboration, role tools | Manager/SME | Access verified |
| Process & Quality | SOPs, SLAs, security, compliance | Manager/SME | Induction log |
| Ways of Working | Standups, reviews, rhythms | Manager | Team calendar |
| First Tasks | Shadowing or low‑risk deliverables | Manager | Task tracker |
| Social Integration | Team intros, buddy check‑ins | Buddy | Notes |
7.2 Manager Cadence
- Daily 10-minute standup (Week 1), end‑of‑week review (30 mins).
- Outcome expected: Joiner contributes to small deliverables and understands how work gets done.
8. 30‑60‑90 Integration (with Tracker)
8.1 Goal Framework (examples; customize per role)
| Horizon | Focus | Examples of Outcomes | Evidence |
| 30 Days | Learn & Observe | Complete tool training; fix 1–2 minor tickets | LMS/PR links |
| 60 Days | Own & Deliver | Own a small module/mini‑project; present a demo | Demo notes |
| 90 Days | Perform & Improve | Deliver scoped outcomes; propose one improvement | Release notes |
8.2 Reviews & Records
- 30/60/90 reviews documented in the 30‑60‑90 Tracker (Stage 4 Template).
- Ratings must reflect EVP alignment (Growth, Impact, Culture, Rewards, Balance) and role outcomes.
Outcome expected: By Day 90, the joiner demonstrates independent performance and cultural alignment.
9. Probation Evaluation, Confirmation & Exceptions
9.1 Standard Path
- Manager submits Probation Evaluation by T+85 (content owner).
- HR Ops consolidates, processes the Confirmation Letter by T+90.
9.2 Extension Path (Exceptions)
- Criteria: unmet goals due to skill gaps, attendance/behavior concerns, or project delays.
- Extension period: up to 60 days (local law permitting).
- Requires a documented plan with measurable targets; approved by the Dept Head + HR Head.
Outcome expected: Fair, documented decisions with no silent extensions or missed confirmations.
10. Documentation, Systems & Record‑Keeping
| Record | Owner | System | Retention |
| Welcome email, agenda | HR Ops | HRIS/MIC | 3 years |
| BGV report & consent | HR Ops | HRIS (restricted) | Per law (min 3–7 yrs) |
| Asset handover & access logs | IT | ITSM | Duration of employment + 3 yrs |
| Orientation attendance | HR Ops | HRIS | 3 years |
| 30‑60‑90 reviews & tracker | Manager/HR | HRIS/MIC | Duration + 3 yrs |
| Confirmation/Extension letters | HR Ops | HRIS | Duration + 7 yrs |
Outcome expected: Complete, auditable trail; least‑privilege access.
11. SLAs, Escalations & KPIs
11.1 SLAs
- IT device + core access ready T‑1.
- Day 1 agenda shared T‑3.
- HR Day 1 check‑in completed by 16:00.
- 30/60/90 reviews documented within 2 business days of due date.
- Probation evaluation submitted by T+85.
11.2 Escalation Path
- Missed pre‑boarding step → HR Ops Lead.
- Device/access not ready on Day 1 → IT Manager → CIO (if >24h).
- Overdue 30/60/90 → Dept Head → CHRO (if >5 business days).
- Probation decision overdue → CHRO.
11.3 KPIs
- Day‑1 Readiness Rate (%)
- Time‑to‑Productivity (median days to first independent deliverable)
- Onboarding NPS (Week‑1 & Day‑30)
- On‑time Probation Decisions (%)
- Access Compliance (no orphaned privileges at Day 30)
Outcome expected: Measurable performance; rapid remediation via escalations.
12. Compliance, Security & Data Privacy
- Follow BGV SOP; no full access until minimum checks pass; apply least‑privilege.
- Process personal data per GDPR/local laws; restrict viewing rights in HRIS.
- Mandatory policy acknowledgments on Day 1: Code of Conduct, Anti‑harassment, Information Security, Leave, Remote/Hybrid Working (as applicable).
- Any exception (e.g., access before BGV) must be documented and approved by the HR Head and IT Security.
Outcome expected: Legally compliant, security‑first onboarding without blocking productivity.
13. Review & Updates
HR Ops reviews this SOP annually or upon changes in laws, systems (HRIS/ITSM), or EVP. Updates logged in MIC with version control; training provided for material changes.
Outcome expected: A living SOP that stays current and executable.
Appendices (Templates & References)
- A1. Day 1 Orientation Agenda (editable)
- A2. Pre‑Onboarding Checklist (HR/IT/Admin)
- A3. Week‑1 Department Induction Plan (template)
- A4. 30‑60‑90 Performance Tracker (Stage 4 Template)
- A5. Probation Evaluation Form (link to Stage 4 doc)
- A6. Welcome Email Template (Stage 4)