A.7.1.2 Resolver Corporate Employee On-boarding Process and Form

1. Purpose, scope, and users

The purpose of this document is to define the employee on-boarding process at Resolver.

Users of this document are all Resolver employees.

2. Reference documents

  • ISO/IEC 27001:2013 standard, control A.7.3
  • EU GDPR Article 88

3. Onboarding Process

Onboarding ConversationHR AccountabilityIT AccountabilityManagement AccountabilityOnboarding Complete
  • The employment agreement & Code of Conduct is sent via ATS after completion of the Recruiting Process.
  • The employee is initiated into HRIS.
  • Consent is obtained from the employee to process his/her personal data within HRIS and other related systems for the purposes of, among other things, payment of salary and administering benefits, etc.
  • The prospective employee receives

New Hire Package (government-applications, payroll, and benefits applications) via HRIS.

HR Checklist (as below):

  • Update HRIS to trigger

Onboarding Work Flow and assign tasks to relevant parties.

  • Confirm receipt of completed documents in HRIS.
  • Confirm accurate completion of

New Hire Package.

  • Payroll set-up.
  • Benefits set-up.
  • LMS set-up.
  • The employee assigned security awareness training.
  • The employee assigned orientation training. (including HR policies)
IT Checklist (as below)

  • Issue hardware.
  • Activate software as per the

Software Requirements Form.

  • Grant physical access.
Management Checklist (as below)

  • Complete

Software Requirements Form.

  • Prepare desk set-up.
  • Prepare internal communication.
  • Prepare team-specific on-boarding & integration plan.
  • Desk and equipment orientation.
  • Tour of physical space and associated Health & Safety requirements.
  • Review of job description and expectations.
  • Introduction to the team and relevant projects.
  • The employee completes security awareness training.
  • Employee completes orientation training (HR policies).
  • HRIS – Human Resources Information System.
  • ATS – Applicant Tracking System.
  • LMS – Learning Management System.

4. Data subject’s explicit consent

  • Resolver shall explicitly identify the specific and legitimate purposes for which an employee’s personal data are processed at the time of the collection of personal data.
  • Resolver shall limit the collection of personal data from an employee to that which is adequate, relevant, and limited to what is necessary for the purposes for which they are processed.
  • Among other things, Resolver shall ensure that the period for which the employee personal data is stored is limited to a strict minimum.
  • Personal data should be processed only if the purpose of the processing could not reasonably be fulfilled by other means.
  • In order to ensure that personal data is not kept longer than necessary, Resolver shall establish time limits for erasure or for a periodic review.
  • Resolver will take commercially reasonable steps to ensure that personal data inaccuracies are rectified or deleted.
  • Resolver shall ensure that personal data be processed in a manner that ensures appropriate security and confidentiality, including for preventing unauthorized access to or use of personal data and the equipment used for the processing.

5. Onboarding checklist

The updated version of the check-list is kept in Resolver’s HRIS.

6. Validity and document management

This document is valid as of July 2020.

The owner of this document is an HR team who must check and, if necessary, update the document at least once a year.

 

EFFECTIVE ON: September 2020

REVIEW CYCLE: Annual at least and as needed

REVIEW, APPROVAL & CHANGE HISTORY: Last time reviewed and approved in August 2020 by Resolver’s Information Technology Security team.