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Orientation System and Process - Coggle Diagram
Orientation System and Process
Timeline
After Ryan’s meeting, he remembered his college classes over ITIL and Conducted more research on ITIL.
Ryan meets with Maggie Franklin to present his ideas of how IT could improve the orientation process. Sadly, Maggie had already come up with all of Ryan’s ideas.
Ryan was given a desk and a laptop for his first day and had a meeting with his new boss.
Maggie went on to explain her experiences with trying to fix problems surrounding the orientation system and the interaction with other employees.
Ryan brainstormed ways that technology could improve the orientation process.
Ryan received a report from Don Katz who then let Ryan deliver the report to HR.
Ryan and others split into teams and Ryan’s focus was on technology tools.
Ryan received a spreadsheet titled “Orientation options analysis”. Ryan meets with Don Katz again and they went over IT’s new data display.
Next was the opening session where Cascade valued collaborations from everyone.
After meeting with several people Ryan feels that an in-house developed solution might not be the best idea, and he started looking into vendors. Ryan set up a final meeting with Maggie to go over both the options analysis and RFPs.
Ryan enters the conference building a breakfast buffet with hot foods and not donuts.
They ended with an agreement that an RFP system would be the best solution.
The first day on the job is an orientation process with two other employees who are also new.
Relevant facts
Tools and Systems
Maggie Franklin is the onboarding manager and is the one responsible for setting up the amazing orientation.
Orientation options Analysis. Implement the orientation system into one of the four other systems currently implemented at Cascade. The four systems are a CRM, ERP, a conference scheduling system, and a general room and resource scheduling system.
The technology tools are cloud-hosted by third parties at Cascade.
IT had created a data display that would show the status of all the current servers in the data center.
Don believes the current orientation system is fine the users just need more training.
The new ERP system would be available in around 6-9 months according to Don, but it would take time for IT to get everything up to speed.
The orientation system is a low priority, and it would be a year or more before anyone gets to it.
Cascade
Cascade works with customers to find which energy solution will work best for them and their location.
The energy solutions are solar, wind, geothermal, and hydropower.
Cascade Sustainable Energy’s mission is to bring green energy to everyone.
Ryan
Ryan is the first office IT employee to go through the orientation process.
Ryan is coming into the job with no real knowledge of what he’s doing or what the job will entail.
Problems
Cascade still uses tons of paper at conferences even though they are a green friendly company and lacked current information.
Ryan noticed a poor mix of new employees in specialty areas that he believed would affect customer project simulation.
communication
The IT department at Cascade lacks the proper knowledge of other areas at Cascade. For example, Finance, human resources and purchasing.
Most new hires are recent college graduates, Because of this they get moved around a lot at the company making it harder to find someone to talk to able the system.
Maggie admits that its it extremely difficult to IT’s involvement to fix the system and its even harder to find someone to talk to about this problem in IT.
Both the system and employees that Maggie was involved with lacked knowledge of the system and every time she brought the issue up it was a different person.
Time Frames and Prioritization
Another issue is that improvements for the system would start in mid-winter which would leave very little time for implementing improvements.
Because IT does not prioritize this system people working on it are constantly getting pulled away to work on other projects.
Usually only one big issue along with two smaller features would be fixed in this time frame.
Current System
The system employed to help the orientation sessions had several problems that created more work for Maggie.
The system would randomly ignore staff requests to set limits on the number of people who could register.
Another problem was that if a new hire back canceled their registration the system would not update the hotel room resulting in the company paying for an empty room.