Diagramix

Process flow diagram

### The Legends Agency Employee Management and Onboarding System This document outlines the processes and components required for the development of The Legends Agency’s Employee Management and Onboarding System. The aim is to streamline operations, improve efficiency, and enhance user satisfaction across clients, employees, and administrators. --- ### **Business Justification** #### **1. Efficiency and Scalability** - A centralized system ensures streamlined data management and faster onboarding for employees. - Automated workflows reduce manual intervention, saving time and resources for both clients and administrators. #### **2. Improved Client and Employee Experience** - A user-friendly interface provides clients with real-time visibility into recruitment, payroll, and compliance. - Employees benefit from a seamless onboarding experience, clear policies, and accessible support. #### **3. Compliance and Transparency** - Standardized policies and automated compliance tracking reduce the risk of legal and regulatory issues. - Comprehensive audit logs and reporting ensure transparency for all stakeholders. #### **4. Competitive Edge** - Offering advanced digital tools strengthens The Legends Agency’s market position as a reliable partner for offshore recruitment. - Improved operational efficiency leads to faster service delivery, enhancing client satisfaction. --- ### **Process Flow of Main Components** #### **1. Onboarding Process** 1. **Initiation**: - Admin initiates the onboarding process and assigns a checklist to the employee. - The system generates a unique link sent to the employee’s email. 2. **Form Completion**: - Employee completes personal, banking, and tax details. - System validates submitted data for correctness. 3. **Validation**: - Admin reviews submitted forms and documents. - Status is updated to “Validated.” 4. **Contract Generation**: - Standard contract templates auto-populate with employee details. - Contracts are digitally signed by the employee and admin. 5. **Checklist Completion**: - Employee completes onboarding tasks (e.g., IT setup, equipment collection). - Status changes to “Onboarded.” #### **2. Client Setup** 1. **Registration**: - Admin creates a new client profile. - Standard ‘As Standard’ policies are pre-applied to the client account. 2. **Customization**: - Client modifies default settings (e.g., probation length, leave policies). 3. **Approval**: - Admin finalizes and activates the client account. 4. **Portal Access**: - Client accesses the dashboard to track onboarding, placements, and payroll. #### **3. Placement Management** 1. **Position Assignment**: - Admin assigns roles to employees, specifying details like start date and probation period. 2. **Probation Monitoring**: - System tracks probation periods and sends reminders near the end date. 3. **Feedback & Review**: - Managers provide feedback on employee performance during probation. 4. **Status Updates**: - Admin updates employee status to “Permanent,” “Terminated,” or “On Hold.” #### **4. Pay and Billing Process** 1. **Salary Calculation**: - System calculates gross pay, deductions, and net salary. 2. **Payroll Integration**: - Data syncs with third-party payroll tools. 3. **Billing to Clients**: - Clients are invoiced for payroll, benefits, and EOR fees. 4. **Reporting**: - Itemized reports are generated for each billing cycle. #### **5. Compliance Management** 1. **Policy Application**: - Standard policies are applied automatically during onboarding and contract generation. 2. **Document Management**: - System stores and organizes all compliance-related documents. - Notifications are sent for renewal or updates. 3. **Auditing**: - Detailed audit logs track changes and ensure transparency. 4. **Notifications**: - Alerts clients and admins about upcoming compliance deadlines. --- ### **Key Features** #### **Employee Features** - Self-service portal for completing onboarding tasks and accessing documents. - Standardized benefits and policies, including probation periods, leave, and allowances. - Seamless access to support for queries and compliance requirements. #### **Client Features** - Comprehensive dashboard for tracking onboarding, placements, and payroll. - Tools for customizing employment policies and reviewing reports. - Real-time notifications for compliance updates and payroll activities. #### **Admin Features** - Automated workflows for onboarding, contract generation, and document management. - Centralized control over client profiles, employee placements, and compliance tracking. - Integration with payroll systems for accurate and timely salary processing. --- ### **Deliverables** 1. **Onboarding System**: - Automated forms and checklist management for employee onboarding. 2. **Client Dashboard**: - Real-time tracking of onboarding, payroll, and compliance. 3. **Placement Tools**: - Role assignment, probation tracking, and status updates. 4. **Payroll Integration**: - Salary calculation and invoicing tools synced with third-party systems. 5. **Compliance Management**: - Document storage, audit logs, and notifications for legal adherence. --- This document provides a detailed framework for the development of The Legends Agency’s Employee Management and Onboarding System, ensuring a seamless and efficient experience for all stakeholders.

System Message: give me the overall process flow diagram how each entity is interconnected each other and then I will provide next step