Onboarding & Hire-to-Retire Map
A 30-60-90 plan, Day-1 checklist, process flow and SLA table covering induction, confirmation and separation.
New joiners lose time when onboarding is scattered across HR, IT and Finance. I designed one visible process from offer to exit.
I designed this self-initiated portfolio process map, plan, checklist and SLA table. I have not implemented it in a live organisation.
I mapped joining and exit steps, made hand-offs visible, and separated statutory requirements from proposed internal targets.
Process flow
Joining flow
- 01 →
Offer accepted
Owner: HR / Candidate
Timing: Acceptance date
- 02 →
Documents and background check initiated
Owner: HR Ops
Timing: 1 working day after acceptance (proposed)
- 03 →
Appointment letter issued on or before joining date
Owner: HR
Timing: On or before joining date
- 04 →
IT and access provisioning
Owner: IT
Timing: Ready by Day 1, 9:30 am (proposed)
- 05 →
Pre-joining engagement
Owner: HR / Buddy
Timing: Before joining (proposed)
- 06 →
Day-1 induction and statutory enrolment (UAN, nomination forms, ESI where applicable)
Owner: HR Ops
Timing: Day 1; confirm statutory applicability
- 07 →
30-day check-in
Owner: Manager / Buddy
Timing: Day 30 (proposed)
- 08 →
Probation review
Owner: Manager / HR
Timing: Before probation end (company policy)
- 09 →
Confirmation
Owner: Manager / HR
Timing: Within 7 days of probation end (proposed)
Exit flow
- 01 →
Resignation received
Owner: HR / Manager
Timing: On receipt
- 02 →
Notice and knowledge transfer
Owner: Manager / Employee
Timing: During notice (company policy)
- 03 →
Parallel clearances (IT, Finance, HR)
Owner: IT / Finance / HR
Timing: Parallel during notice (proposed)
- 04 →
Final settlement of wage dues within two working days of the last working day
Owner: HR / Finance
Timing: 2 working days after last working day
- 05 →
Gratuity within 30 days when payable
Owner: HR / Finance
Timing: Within 30 days when payable
- 06 →
Relieving and experience letters
Owner: HR
Timing: After exit checks (company policy)
- 07 →
Exit interview
Owner: HR
Timing: At exit (proposed)
- 08 →
Alumni touchpoint
Owner: HR
Timing: After exit, with consent (proposed)
This is a proposed process, not evidence of a live rollout. Owners and timings shown in the flow are illustrative planning assumptions. Statutory coverage and state rules must be checked before use.
30-60-90 plan
30
First 30 days (Learn)
- complete induction and compliance modules
- meet manager and buddy weekly
- shadow lifecycle transactions in the HRMS
- learn data-privacy do's and don'ts
- deliver one small process fix
60
Days 31–60 (Contribute)
- run a joiner batch with supervision
- own the monthly joiner/leaver report
- resolve helpdesk queries within SLA
- document one process gap
90
Days 61–90 (Own)
- run the onboarding checklist end to end for a batch
- present one improvement with data to the manager
- prepare for confirmation review with evidence
Day-1 checklist
0/16 complete
Before Day 1
On Day 1
SLA table
| Step | Owner | Target | Type |
|---|---|---|---|
| Appointment letter issued | HR | On or before joining date | S |
| Background check initiated | HR Ops | 1 working day after acceptance | P |
| Laptop and access ready | IT | Day 1, 9:30 am | P |
| Helpdesk first response | HR Helpdesk | 4 business hours | P |
| Monthly PF and ESI payment and return | Payroll | By the 15th | S |
| TDS deposit on salary | Payroll | By the 7th | S |
| Final settlement of wage dues | HR and Finance | 2 working days after last working day | S |
| Gratuity payment (when payable) | HR and Finance | Within 30 days | S |
| Confirmation decision | Manager and HR | Within 7 days of probation end | P |
Statutory items come from my compliance checklist and the Code on Wages. State rules may differ. Proposed targets are my suggestions, not legal requirements.
Hand-off matrix · HR · IT · Finance · Manager
| From → To | Trigger | Input | Output | Target | Failure mode |
|---|---|---|---|---|---|
| Recruiter → HR Ops | Offer accepted | Signed offer and candidate details | Onboarding case created | Same day | Missing details |
| HR Ops → Background-check vendor | Consent received | Consent form and documents | Verification report | Initiate within 1 working day | Consent missing |
| HR Ops → HR/Legal | Offer approved | Approved wage structure | Appointment letter signed on or before joining | At least 2 working days before joining | Wage structure error |
| HR Ops → IT | Offer accepted | Role, joining date, manager | Laptop, email, tools ready | Ticket raised at acceptance, ready 9:30 am on Day 1 | Late ticket |
| HR Ops → Payroll | Documents verified | Bank, PAN, UAN, ESI status, wage structure | Payroll master created | Before payroll cut-off | KYC mismatch |
| Payroll → HR Ops | First payroll run | Enrolment data | PF/ESI numbers confirmed | Within first cycle | Wrong wage base |
| Manager → HR Ops | Two days before joining | Role plan | Day-1 schedule, buddy, 30-60-90 goals | 2 days before joining | No buddy assigned |
| HR Ops → Employee | Day 1 | Policies, forms | Acknowledgments logged | Day 1 | Missing signatures |
| Manager → HR | Probation end approaching | Check-in notes | Confirmation recommendation | 7 days before probation ends | No notes |
| HR Ops → IT and Finance | Resignation accepted | Last working day | Parallel clearance sign-offs | All within 24 hours | Sequential delays |
Statutory confirmation
| Requirement | Applies when | Where I documented it |
|---|---|---|
| Appointment letter on or before joining | All categories; confirm legal coverage | Mandatory Appointment Letters sheet |
| PF enrolment: UAN, declaration and nomination | Establishments with 20+ employees; wage ceiling ₹25,000 from 17 Sep 2026 | EPF sheet |
| ESI registration | Establishments with 10+ employees; gross wage up to ₹21,000 | ESI sheet |
| Gratuity nomination at joining | Checklist planning step; legal nomination timing requires coverage/service review | Gratuity sheet |
| Internal Committee details displayed | POSH coverage applies | POSH sheet |
| PF and ESI returns by the 15th, TDS deposit by the 7th | Applicable payroll; payment/return and March TDS exceptions apply | EPF, ESI, TDS sheets |
| Wage dues within two working days of the last working day | Covered statutory wages, not every F&F component | F&F sheet |
| Gratuity within 30 days when payable | Eligible employee and payable claim | Gratuity sheet |
| Notice and consent for personal data | Relevant purpose and lawful basis; confirm phased commencement | DPDP note |
Confirmed against my statutory checklist (last reviewed 14 October 2026). State rules and company size thresholds may change the answer.
Tabletop simulation
Tabletop simulation with fictional joiners. Not a live pilot.
Joiner A · 7/7
All 7 checks met.
Joiner B · 6/7
KYC verified by Day 3 missed: UAN details did not match Aadhaar; corrected with documents on Day 5, before payroll cut-off, so no pay impact.
Joiner C · 6/7
Laptop not ready on Day 1: IT ticket raised only 2 days before joining; a loan device was used and the laptop arrived on Day 2.
19 of 21 checks met (90%).
Three process changes
- Validate KYC at offer stage.
- Raise the IT ticket automatically on offer acceptance.
- Give every buddy a Day-1 checklist.
This is a proposed process, not evidence of a live rollout. Owners and timings shown in the flow are illustrative planning assumptions. Statutory coverage and state rules must be checked before use.
In a live setting I would pilot this flow with one joining batch, measure SLA adherence and refine it.