CROSS-REFERENCE TO RELATED APPLICATIONS AND PRIORITY
[001] The present application does not claim priority from any patent application.

TECHNICAL FIELD
[002] The present disclosure in general relates to the field of access management. More particularly, the present invention relates to a system and method for access management and human error avoidance in the process of on-boarding and off-boarding.

BACKGROUND
[003] Human error is any inappropriate or undesirable human decision, action or behaviour that reduces, or has the potential for reducing effectiveness, safety, or system performance. Human errors are significant factors in almost every quality problem such as equipment shutdown or accident in industrial and manufacturing facilities.
[004] Most common trends of human error resulting in quality issues are encountered in software organizations. The frequency of human errors in the software organizations is the maximum at the time of on-boarding and off-boarding of resources the software organizations. When a new employee joins a new organization, there is high probability of performing human errors by the new employee, since the new employee is new to the environment and may erroneously breaches some of the rules and regulations set by the organization. Similarly, at the time of off-boarding any organization, there are chances that an employee leaving the organization may terminate without completing some of the exit formalities leading to serious security issues. Further, any employee joining a new role either through promotion or lateral entry has no formal process at present in order to guide him in executing the new role, by which he/she can jumpstart to the assigned role and leveraging contextual information associated with his profile. Further, there are no means by which new employees can be trained faster, for customer deployment and increase the effectiveness of On-boarding or off-boarding process.
[005] Conventional methods of avoiding human error in organization include raising awareness among employees by conducting seminars and lectures. But such conventional methods lack employee engagement and thus are unable to gather the employee interest and attention. Typically, the employees tend to forget the topic of human error avoidance due to disengagement. Today, the challenge for the organization is to implement a system to reduce the frequency of human errors while on-boarding and off-boarding in an organization.
SUMMARY
[006] This summary is provided to introduce aspects related to systems and methods for monitoring on-boarding and off-boarding process in an organization and the aspects are further described below in the detailed description. This summary is not intended to identify essential features of the claimed subject matter nor is it intended for use in determining or limiting the scope of the claimed subject matter.
[007] In one embodiment, a system for monitoring on-boarding and off-boarding process in an organization is illustrated. The system comprises a memory and a processor coupled to the memory, wherein the processor maintaining a task repository storing a set of on-boarding tasks and a set of off-boarding tasks. Each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, and wherein each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization. Further, the processor identifies a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process. Further, the processor determines a role of the user in the organization and selects an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user. Further, the processor enables a web based platform for the user to perform the on-boarding task or off-boarding task, wherein the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task. The web based platform also enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provides reviews based on the review. Finally, the processor generates an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.
[008] In one embodiment, a method for monitoring on-boarding and off-boarding process in an organization is illustrated. The method comprises maintaining a task repository storing a set of on-boarding tasks and a set of off-boarding tasks, wherein each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, and wherein each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization. Further, the method comprises identifying a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process. Further, the method comprises determining a role of the user in the organization and selecting an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user. Further, the method comprises enabling a web based platform for the user to perform the on-boarding task or off-boarding task, wherein the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task. The web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provides reviews based on the review. Further, the method comprises generating an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer. In one embodiment, the method steps of maintaining, identifying, determining, enabling, selecting, and generating are performed by a processor.
[009] In one embodiment, a computer program product having embodied computer program for monitoring on-boarding and off-boarding process in an organization is disclosed. The program comprises a program code for maintaining a task repository storing a set of on-boarding tasks and a set of off-boarding tasks, wherein each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, and wherein each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization. The program further comprises a program code for identifying a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process. The program further comprises a program code for determining a role of the user in the organization and selecting an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user. The program further comprises a program code for enabling a web based platform for the user to perform the on-boarding task or off-boarding task, wherein the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task. The web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provides reviews based on the review. The program further comprises a program code for generating an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.
BRIEF DESCRIPTION OF DRAWINGS
[0010] The detailed description is described with reference to the accompanying figures. In the figures, the left-most digit(s) of a reference number identifies the figure in which the reference number first appears. The same numbers are used throughout the drawings to refer like features and components.
[0011] Figure 1 illustrates a network implementation of a system for monitoring on-boarding and off-boarding process in an organization, in accordance with an embodiment of the present subject matter.
[0012] Figure 2 illustrates the system for monitoring on-boarding and off-boarding process in an organization, in accordance with an embodiment of the present subject matter.
[0013] Figure 3 illustrates a block diagram for monitoring on-boarding and off-boarding process in an organization, in accordance with an embodiment of the present subject matter.

DETAILED DESCRIPTION
[0014] The present subject matter relates to a system for monitoring on-boarding and off-boarding process in an organization. In one embodiment, the process of monitoring on-boarding and off-boarding process starts by maintaining a task repository storing a set of on-boarding tasks and a set of off-boarding tasks. Each on-boarding task is a collection of a set of on-boarding sub-tasks associated with a role of one or more users in an organization and each off-boarding task is a collection of a set of off-boarding sub-tasks associated with the role of the one or more users in the organization.
[0015] Further, the system enables authorised actors to identify a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process. Once the process is identified, the system determines a role of the user in the organization and selects an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user.
[0016] In one embodiment, the system enables a web based platform for the user to perform the on-boarding task or off-boarding task. The web based platform is further configured to interactively guide the user to avoid human errors in performing the on-boarding task or the off-boarding task, wherein the web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provide reviews based on the review. Finally, the processor generates an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.
[0017] While aspects of described system and method for monitoring on-boarding and off-boarding process in an organization may be implemented in any number of different computing systems, environments, and/or configurations, the embodiments are described in the context of the following exemplary system.
[0018] Referring now to Figure 1, a network implementation 100 of a system 102 to perform monitoring on-boarding and off-boarding process in an organization is disclosed. Although the present subject matter is explained considering that the system 102 is implemented on a server, it may be understood that the system 102 may also be implemented in a variety of computing systems, such as a laptop computer, a desktop computer, a notebook, a workstation, a mainframe computer, a server, a network server, and the like. In one implementation, the system 102 may be implemented in a cloud-based environment. It will be understood that the system 102 may be accessed by multiple users through one or more user devices 104-1, 104-2…104-N, collectively referred to as user devices 104 hereinafter, or applications residing on the user devices 104. Examples of the user devices 104 may include, but are not limited to, a portable computer, a personal digital assistant, a handheld device, and a workstation. The user devices 104 are communicatively coupled to the system 102 through a network 106.
[0019] In one implementation, the network 106 may be a wireless network, a wired network or a combination thereof. The network 106 can be implemented as one of the different types of networks, such as intranet, local area network (LAN), wide area network (WAN), the internet, and the like. The network 106 may either be a dedicated network or a shared network. The shared network represents an association of the different types of networks that use a variety of protocols, for example, Hypertext Transfer Protocol (HTTP), Transmission Control Protocol/Internet Protocol (TCP/IP), Wireless Application Protocol (WAP), and the like, to communicate with one another. Further the network 106 may include a variety of network devices, including routers, bridges, servers, computing devices, storage devices, and the like.
[0020] Referring now to Figure 2, the system 102 is illustrated in accordance with an embodiment of the present subject matter. In one embodiment, the system 102 may include at least one processor 202, an input/output (I/O) interface 204, and a memory 206. The at least one processor 202 may be implemented as one or more microprocessors, microcomputers, microcontrollers, digital signal processors, central processing units, state machines, logic circuitries, and/or any devices that manipulate signals based on operational instructions. Among other capabilities, the at least one processor 202 is configured to fetch and execute computer-readable instructions stored in the memory 206.
[0021] The I/O interface 204 may include a variety of software and hardware interfaces, for example, a web interface, a graphical user interface, and the like. The I/O interface 204 may allow the system 102 to interact with a user directly or through the client devices 104. Further, the I/O interface 204 may enable the system 102 to communicate with other computing devices, such as web servers and external data servers (not shown). The I/O interface 204 can facilitate multiple communications within a wide variety of networks and protocol types, including wired networks, for example, LAN, cable, etc., and wireless networks, such as WLAN, or cellular communication. The I/O interface 204 may include one or more ports for connecting a number of devices to one another or to another server.
[0022] The memory 206 may include any computer-readable medium known in the art including, for example, volatile memory, such as static random access memory (SRAM) and dynamic random access memory (DRAM), and/or non-volatile memory, such as read only memory (ROM), erasable programmable ROM, flash memories, hard disks, optical disks, and magnetic tapes. The memory 206 may include modules 208 and data 210.
[0023] The modules 208 include routines, programs, objects, components, data structures, etc., which perform particular tasks, functions or implement particular abstract data types. In one implementation, the modules 208 may include a repository management module 212, a process identification module 214, a role identification module 216, a task selection module 218, a task monitoring module 220, report generation module 222, and other modules 224. The other modules 224 may include programs or coded instructions that supplement applications and functions of the system 102.
[0024] The data 210, amongst other things, serves as a repository for storing data processed, received, and generated by one or more of the modules 208. The data 210 may also include a task repository 226, and other data 232. In one embodiment, the task repository 226 may be configured to store a set of on-boarding tasks and a set of off-boarding tasks. Each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, whereas each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization.
[0025] In one embodiment, the repository management module 212 is configured to maintain the task repository 226. More specifically, the repository management module 212 is configured to accept inputs form a management team in the organization over the I/O interface 204 to update/ delete the task in the task repository 226 or add new tasks to the task repository 226. Further, the task repository 226 is configured to maintain a mapping table, wherein the mapping table stores a task corresponding to each role in the on-boarding process and off-boarding process.
[0026] Once the task repository 226 is generated, in the next step, process identification module 214 is configured to identify a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process. The off-boarding process is generally assigned to a user leaving the organization or shifting to another department in the organization, whereas the on-boarding process is assigned to a user if the user is promoted to a next level in the organization or taking an assignment in another customer project or recruited in the organization. Further, role identification module 216 is configured to determine the role of the user in the organization. The role associated with the user may be selected from a developer, a tester, an administrator, a human resource executive, a manager, a director and the like. In one embodiment, the process and the role of the user may be defined by the management team at the time of joining the organization.
[0027] Further, the task selection module 218 selects an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks, to be performed by the user, from the task repository 226, based on the role and process associated with the user. For identifying the task corresponding to the user, the mapping table stored in the task repository 226 may be used. Once the task is identified, in the next step, the task monitoring module 220 is configured to enable the user to access a web based platform. The web based platform provides a graphical user interface to communicate with the system and accomplish the on-boarding task or off-boarding task.
[0028] In one embodiment, the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task. Further, the web based platform may be configured for recording a set of errors and queries from the user. The set of errors and queries may be recorded in the form of questions raised by the users while performing the on-boarding or the off-boarding process. These questions may be answered by the authorised actors in the system to rectify the queries/ errors performed by the user. Further, the questions raised by the user and response provided by the authorized actors may be recorded in the form of FAQ for guiding a new user in the on-boarding and off-boarding process. The web based platform may also generates alerts, based on the reported errors/ queries from the users, for guiding a new user in the on-boarding and off-boarding process.
[0029] Further, a human error repository may be maintained by the system 102, to store and track a set of errors and queries raised by the user. In one embodiment, the web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provides reviews/ guidance based on the review. Further, the report generation module 222 is configured to generate an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.
[0030] Referring now to figure 3, a method 300 for monitoring on-boarding and off-boarding process in an organization, in accordance with an embodiment of the present subject matter. The method 300 may be described in the general context of computer executable instructions. Generally, computer executable instructions can include routines, programs, objects, components, data structures, procedures, modules, functions, and the like, that perform particular functions or implement particular abstract data types. The method 300 may also be practiced in a distributed computing environment where functions are performed by remote processing devices that are linked through a communications network. In a distributed computing environment, computer executable instructions may be maintained locally at each computing device in the distributed computing environment as well as at a central computer storage media in the distributed computing environment.
[0031] The order in which the method 300 is described is not intended to be construed as a limitation, and any number of the described method blocks can be combined in any order to implement the method 300 or alternate methods. Additionally, individual blocks may be deleted from the method 300 without departing from the spirit and scope of the subject matter described herein. Furthermore, the method can be implemented in any suitable hardware, software, firmware, or combination thereof. However, for ease of explanation, in the embodiments described below, the method 300 may be considered to be implemented in the above described system 102.
[0032] At block 302, the repository management module 212 is configured to maintain the task repository 226. The repository management module 212 is configured to accept inputs form a management team in the organization over the I/O interface 204 to update/ delete the task in the task repository 226 or add new tasks to the task repository 226.
[0033] At block 304, process identification module 214 is configured to identify a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process. The off-boarding process is generally assigned to a user leaving the organization or shifting to another department in the organization, whereas the on-boarding process is assigned to a user if the user is promoted to a next level in the organization or recruited in the organization.
[0034] At block 306, the role identification module 216 is configured to determine the role of the user in the organization. The role associated with the user may be selected from the group of a developer, a tester, an administrator, a human resource executive, a manager, a director and the like. In one embodiment, the process and the role of the user may be defined by the management team at the time of joining the organization.
[0035] At block 308, the task selection module 218 is configured to select an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user from the task repository 226, based on the role and process associated with the user.
[0036] At block 310, the task monitoring module 220 is configured to enable the user to access a web based platform. The web based platform provides a graphical user interface to communicate with the system and accomplish the on-boarding task or off-boarding task. In one embodiment, the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task. Further, the web based platform enables recording a set of errors and queries from the user. Further, the web based platform generates alerts, based on the reported errors/ queries, for guiding a new user and avoid such errors in future.
[0037] At block 312, the report generation module 222 is configured to generate an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.
[0038] In one embodiment, the system 102 facilitates on-boarding and off-boarding of resources in the organization in a structured manner. Further, the system 102 ensures availability of information at a single source for on-boarding and off-boarding process. Further, the system 102 enables a central database for all the documents/ artifacts related to on-boarding and off-boarding activities for eliminating person dependency by sharing knowledge. The system 102 also enables online assignation and tracking of tasks for reducing the risk of KT effectiveness and On-boarding/ off-boarding cycle time.
[0039] Although implementations for methods and systems for monitoring on-boarding and off-boarding process in an organization have been described, it is to be understood that the appended claims are not necessarily limited to the specific features or methods described. Rather, the specific features and methods are disclosed as examples of implementations for monitoring on-boarding and off-boarding process in an organization.

Claims:WE CLAIM:

1. A system for monitoring on-boarding and off-boarding process in an organization, the system comprising:
a memory; and
a processor coupled to the memory, wherein the processor is configured to execute programmed instructions stored in the memory for:
maintaining a task repository storing a set of on-boarding tasks and a set of off-boarding tasks, wherein each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, and wherein each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization;
identifying a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process;
determining a role of the user in the organization;
selecting an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user;
enabling a web based platform for the user to perform the on-boarding task or off-boarding task, wherein the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task, wherein the web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provide reviews based on the review; and
generating an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.

2. The system of claim 1, wherein the role associated with the user is selected from a developer, a tester, an administrator, a human resource executive, a manager, and a director.

3. The system of claim 1, wherein the web based platform further enables recording a set of errors and queries from the user.

4. The system of claim 3, wherein the set of errors and queries are used to update a human error repository maintained to track a set of human errors.

5. A method for monitoring on-boarding and off-boarding process in an organization, the method comprising steps of:
maintaining, by a processor, a task repository storing a set of on-boarding tasks and a set of off-boarding tasks, wherein each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, and wherein each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization;
identifying, by the processor, a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process;
determining, by the processor, a role of the user in the organization;
selecting, by the processor, an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user;
enabling, by the processor, a web based platform for the user to perform the on-boarding task or off-boarding task, wherein the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task, wherein the web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provide reviews based on the review; and
generating, by the processor, an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer.

6. The method of claim 5, wherein the role associated with the user is selected from a developer, a tester, an administrator, a human resource executive, a manager, and a director.

7. The method of claim 5, wherein the web based platform further enables recording a set of errors and queries from the user.

8. The method of claim 7, wherein the set of errors and queries are used to update a human error repository maintained to track a set of human errors.

9. A computer program product having embodied thereon a computer program for monitoring on-boarding and off-boarding process in an organization, the computer program product comprising:
a program code for maintaining a task repository storing a set of on-boarding tasks and a set of off-boarding tasks, wherein each on-boarding task is a collection of on-boarding sub-tasks associated with a role of one or more users in an organization, and wherein each off-boarding task is a collection of off-boarding sub-tasks associated with the role of the one or more users in the organization;
a program code for identifying a process to be performed by a user, wherein the process is one of on-boarding process or an off-boarding process;
a program code for determining a role of the user in the organization;
a program code for selecting an on-boarding task from the set of on-boarding tasks or an off-boarding task from the set of off-boarding tasks to be performed by the user based on the role and process associated with the user;
a program code for enabling a web based platform for the user to perform the on-boarding task or off-boarding task, wherein the web based platform is further configured to interactively guide the user to avoid a human error in performing the on-boarding task or the off-boarding task, wherein the web based platform further enables a reviewer to review the on-boarding task or the off-boarding task performed by the user and provide reviews based on the review; and
a program code for generating an activity report comprising a record of the on-boarding task or the off-boarding task performed by the user and the reviews provided by the reviewer. ,