Streamlining Employee Lifecycle Processes & Mapping

COE Process Mapping Initiative

Step-by-Step Execution Plan for Employee Lifecycle Optimization

Strategic Objectives

Optimization & Automation

Streamline operations to reduce redundancy and manual effort.

Employee Experience

Improve the journey for employees and managers via clear processes.

TeamDynamix Foundation

Create the definitive source for workflow configuration.

Centralized Knowledge

House a validated process repository in the SharePoint Knowledge Hub.

Project Prioritization Tiers

Tier 1: Enterprise Initiatives

University-wide, high-impact, high-cost. Strategically critical. Examples: Talent Marketplace, Performance Management.

Tier 2: Strategic Enablers

Division/Cohort specific. Moderate scope. Supports Tier 1. Examples: Onboarding redesign, Leadership pilot.

Tier 3: Operational & External

Local team improvements. Low-cost, lower impact. Examples: Recognition events, Compliance logistics.

Immediate Actions (Phase 1 & 2)

Phase 1: COE Readiness

Deadline: December 19

Deliverable: Identify COE Point Person. Submit name and contact info to PMO. This person will act as the single point of contact and coordinate with the Business Process Mapping Analyst.

Phase 2: Intake & Collection

Deadline: January 16

Deliverable: Upload all existing documentation to SharePoint Knowledge Hub. Includes SOPs, Visio diagrams, emails, and checklists. Imperfect documentation is expected—upload everything.

Phase 3 & 4: Assessment & Discovery

Timeline: Week of January 19

Documentation Assessment

Owner: Process Mapping Analyst + PMO. The team reviews uploaded docs for workflow readiness. Processes classified as: 1. Ready to Map 2. Partially Documented 3. Not Documented (Discovery Required)

Discovery Calls

Owner: PMO + Analyst + COE SMEs. Structured working sessions to walk through end-to-end processes. Identify triggers, decisions, and system touchpoints. These are working sessions, not status updates.

Phase 5: Mapping & Standardization

Owner: Business Process Mapping Analyst (Rachael Brennan) Translating inputs into enterprise-ready workflows aligned with TeamDynamix requirements.

Swimlane Methodology: End-to-end maps showing hand-offs between COEs (e.g., Benefits → HRIS → Payroll).

Current vs. Future State: Documenting 'as-is' while identifying immediate optimization opportunities.

Cross-Functional Views: Flowcharts will explicitly show links to other functional maps rather than dead-ends.

How We Execute the Mapping Process

A collaborative, iterative approach to creating the single source of truth.

Review & Discovery

Structured calls with SMEs to walk through the process, identifying triggers, hand-offs, and systems.

Drafting & Standards

Analyst creates swimlane maps. 'End' points are replaced with links to connecting COE processes.

Validation Cycle

COE Point Person reviews for accuracy. Gaps are flagged and revisions are made.

Publish & Enable

Final maps uploaded to SharePoint Knowledge Hub, ready for TeamDynamix and SOP creation.

This methodology ensures no process is a 'dead end'—every workflow connects to the next stage of the employee lifecycle.

Key Roles & Responsibilities

Rachael Brennan

Create playbooks and standardized process maps.

Jenna

Manage PMO and TeamDynamix implementation.

Candis

Create Standard Operating Procedures (SOPs).

Stephanie & Jonathon

Provide insights for optimization, shadowing, and TDX implementation.

Cross-COE Workflow Complexity

Example: Benefits Enrollment

1. Employee Actions: Submitted to Benefits Team

2. Benefits Team: Submits to Empyrean/Vendors

3. Vendor Processing: File Returned to Benefit

4. Oracle Processing: Data processed (supported by HRIS)

5. Payroll: Benefit processed as a deduction

Key Takeaway: The workflow crosses 3+ COEs. We must map the entire flow through all areas, not just the role the Benefits team plays.

Phase 6 & 7: Validation & Finalization

COE Review & Multi-Point Sign-Off

• COE Point Person and Leadership review mapped workflows. • Confirm accuracy and identify risks. • Multi-COE sign-off required for cross-functional processes. • Formal sign-off locks the process for publishing.

Publishing to SharePoint

• Final workflows stored in the SharePoint Knowledge Hub. • Tagged by lifecycle stage and COE. • Serves as the Source of Truth for TeamDynamix and future automation.

Next Steps: Critical Deadlines

DECEMBER 19

Submit COE Point Person to PMO

JANUARY 16

Upload all documentation to SharePoint

WEEK OF JAN 19

Documentation Assessment & Discovery Calls Begin