1. AIMS

Establish the steps to follow for the new joiner onboarding for Cybereason.

2. SCOPE

This procedure applies to employees and contractors in XML for Cybereason.

3. PROCEDURE

Preonboarding

8. HR Operations Manager (HR Ops) received onboarding requests, created teams/workflow, and communicated to the Contracting Manager.
9. HR Operations Admin/Account Manager (Special clients, XML Tech) calls the candidate to present the job opportunity emphasizing the type of hiring (Employee, contractor, supplier, or umbrella company) and clarify any doubt. (Pre-on boarding call).
10. HR Operation Admin sends a recap email with the opportunity synopsis: job title, location, start date, remuneration, benefit and hiring type.  Then, update workflow and communicate to HR Ops.
11. If the candidate does not exist in JobDiva, HR OPS Admin will create it and assign it to the job.
12. The HR Ops pre-onboarding request doc setups in JobDiva and HR OPS Admin will ensure that the documents are uploaded to JobDiva and inform the respective HR of any missing documents.
13. Once the documents are approved. HR Ops will Contract request via Agiloft and send form THRO01 - Request for new contract to Contract Admin.
14. The Account manager create and send SOW – TCC01 to the Contract Admin.
15. Contract Admin checks the information will create a draft contract which will be sent to Director. 

Onboarding

14. Once the document is approved, it will be sent to the candidate through DocuSign by Contract Admin. 
15. HR Ops will clarify any doubt. Once the candidate accepts and has signed the contract this will be sent by DocuSign to the director.
16. The Director Manager double check and sign the SOW and the contract.
17. HR Ops assign onboarding pack to the candidate. (Bank Details, Emergency Contact Details, Invoice Template, Professional Indemnity Insurance, Public Liability Insurance Copy) and will make sure that the documents uploaded by the applicant are correct.
18. HR Ops assign onboarding background check to the candidate. (Degree Qualification Confirmation, Background Check – Consent form, CRS Check, CV or Resume) and will make sure that the documents uploaded by the applicant are correct.
19. Within the days of the start of activities, the candidate will call for instruct in the administrative processes of timesheet, invoice, and expense report.

4. PROCESS CLARIFICATIONS

4.1 ON BOARDING REQUEST

Candidates Source Method: Referred or sourced.

4.2 PRE-ONBORDING DOCS REQUEST

There is a package of documents for each type of hire, but in this stage, they should only be request.

4.2.1 EMPLOYEES AND CONTRACTORS

•    Contractor/Self-employed/Freelance registration certificate

•    New - Starter Form (002)

•    Passport Copy

•    Proof of Address

 4.2.2 SUPPLIER AND UMBRELLA COMPANY

5. Bank Details
6. Candidate CV
7. Company registration certificate supplier
8. Starter form supplier
9. Work location form supplier

4.2.3 BACKGROUND CHECK

9. Degree Qualification Confirmation
10. Background Check – Consent form
11. CRS Check
12. CV or Resume

4.2.4 SPECIAL CASES

Some cases are handled by the Director Manager.

4.2.5 CONTRACT 

The pre-onboarding documents must be complete and accepted to elaborate the contract. If there is no template that fits, the legal team will be asked to draw up a contract by the HR Operations Manager.

4.2.6 EDUCATION 

HR Ops will call the candidate to educate in the administrative procedures: time sheets, invoice, and expenses report. Recap by email sending instructions.

4.2.7 TIME SHEETS

The candidate should report y Job Diva (JD)

4.3 ONBORDING DOCS REQUEST

4.3.1 CANDIDATE FROM UK and INDIA

2. In case the candidate resides in the UK, the UK Employee handbook should be sent instead of Handbook – International Employee. 
3. The CRS Check is requested from all candidates except those from UK and India.

4.4 CONTRACT

The data is importing from JobDiva into Agiloft system for contract creation. 

5. DEFINITIONS

2. SPOC: Single point of contact.
3. Card/Workflow: Activity created in the commercial team task for its assignment and control.

6. REFERENCE DOCUMENTS

Process Flows FHRO01

Format:  THRO01 - Request for new contract

7. REGISTRATION CONTROL

All documentation associated will be kept in XML files for an undefined period.