Revolutionizing Contractor Onboarding Achieving a 40% Reduction in Onboarding Time for a Pharmaceutical Firm in Boston

Joel Plaut

January 25, 2024

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Introduction

This case study illuminates the successful transformation of a pharmaceutical firm’s contractor onboarding process, resulting in a remarkable 40% reduction in onboarding time. By deploying a user-friendly PowerApps Canvas App and integrating it with a Law firm’s systems, the company achieved faster onboarding and enhanced project efficiency.

Business Scenario

The pharmaceutical company, based in Boston, Massachusetts, encountered challenges in its contractor onboarding process. With diverse contractor types for a range of consulting and research projects, the HR team struggled with manual processes, leading to delays and duplicate efforts. Customized contract review and approval from an outside Law firm added another layer of intricacy, while HR faced difficulties in managing the increasing onboarding requests.

Project Details

Our Solution

To address these challenges, the following strategic solutions were devised:

PowerApps Canvas App:

• Created a user-friendly platform for onboarding, streamlining contractor information collection.
• Allowed HR to input contractor details through an intuitive form.
• Allows HR and Compliance to connect on the same platform to move forward with the Onboarding
• Created a Dashboard that would give the ability to HR and Compliance team to change and manage the statuses

Law Firm Integration:

• Previously emails were sent by HR to the external law firm manually for the creation of the Contract, but after the App was deployed, the emails are being sent from the App with all the necessary details to the external law firm.
• Seamlessly integrated the application with the Law firm’s systems for automated contract creation.
• Contractor details from the app were directly sent to the Law firm to draft customized contracts.

Document Attachment Feature:

• Enabled multiple document attachments such as resumes (CVs) and Job Descriptions, facilitating comprehensive agreement review

SharePoint List and Library:

• Utilized SharePoint Lists for efficient contractor information management.
• Employed a SharePoint Library as a repository for attachments associated with each contractor
• The access on the Library and Lists were limited to HR and Compliance users only

Benefits

The Contractor Onboarding Application surfaced a range of advantages:

Results

The Contractor Onboarding Application achieved a remarkable 60% improvement in the onboarding process for the pharmaceutical company. This transformation empowered the company to execute projects more smoothly, heightening productivity and efficiency.

Conclusion

This case study showcases the substantial benefits of embracing modern tools and technology to streamline critical HR processes. The pharmaceutical firm’s commitment to optimizing contractor onboarding not only reduced operational complexities but also positively impacted overall project execution, fostering a culture of enhanced productivity and efficiency.