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Hire-to-Retire (H2R) process

Process documentation sample

Shows how I document an end-to-end HR process and the integrations that give employees access to the systems they need. It mirrors the structure of my real process documentation at Nutanix, with company-specific details made generic for confidentiality.

Item Details
Process owner People Operations (HR)
Systems HCM (Workday), Integration platform (Boomi), identity and access management, ERP (NetSuite), Procurement (Coupa), CRM (Salesforce)
Audience HR operations, IT, business analysts, people managers, new joiners
Version 2.1 · Published
Approvers Process owner, lead business analyst
Last reviewed Quarterly

Overview

Hire-to-Retire covers the employee lifecycle – from an approved job requisition to an employee's exit. Workday is the system of record for people data; worker changes flow to downstream systems so access, approvals and cost centres stay correct throughout the employee's time at the company.

Scope

In scope: requisition and recruiting, offer, pre-boarding and onboarding, job and organisation changes, compensation events, and offboarding.

Out of scope: payroll calculation and benefits administration (handled by the payroll provider), and performance management content.

Process flow

flowchart TD
    A[Job requisition<br/>approved] --> B[Recruiting and<br/>interviews]
    B --> C[Offer accepted]
    C --> D[Pre-hire record<br/>HCM]
    D --> E[Onboarding tasks<br/>and provisioning]
    E --> F[Active employee]
    F --> G[Job, manager or<br/>cost centre change]
    G --> F
    F --> H[Termination<br/>initiated]
    H --> I[Offboarding and<br/>access removal]
    I --> J[Final settlement<br/>and records retained]

Roles and responsibilities

Role Responsibility
Hiring manager Raises the requisition, interviews and approves the offer
Recruiter Manages candidates and extends offers
HR operations Completes hire, change and termination transactions in HCM
IT / identity team Provisions and removes accounts and equipment
Business systems Maintains worker integrations to downstream applications

Process stages

1. Requisition and recruiting

  1. The hiring manager creates a requisition in HCM; it is approved against budget and headcount.
  2. Recruiters post the role, manage candidates through interview stages and extend the offer.

2. Pre-boarding and onboarding

  1. When the offer is accepted, the candidate becomes a pre-hire and HR completes the hire transaction.
  2. The new worker record syncs to identity management to create accounts, and to finance and procurement systems as an employee with a manager and cost centre.
  3. Onboarding tasks (documents, equipment, training) are assigned and tracked in HCM.

3. Employee changes

  1. Job, manager, location and cost centre changes are entered as business processes in HCM and routed for approval.
  2. Approved changes sync downstream so approval hierarchies in procurement and finance stay current.

Common issue

If a manager change isn't approved before the integration runs, purchase requests still route to the old manager. Complete approvals before the daily sync.

4. Offboarding

  1. The manager or HR initiates the termination with the last working day.
  2. On the effective date, access is disabled, equipment is collected and open approvals are reassigned.
  3. Records are retained according to the data retention policy.

Key integrations

From To Data Trigger
HCM Identity management New hire, changes, terminations Daily and on effective date
HCM ERP Employee, department, cost centre Daily
HCM Procurement Employee, manager hierarchy, approval limits Daily
HCM CRM User and role for sales and support staff On hire / change

Controls and KPIs

  • Time to hire – requisition approval to offer acceptance
  • Day-one readiness – new joiners with accounts and equipment on day one
  • Access removal time – termination effective date to access disabled
  • Integration error rate – failed worker syncs per month