Automating Hiring and Onboarding with Atlassian Jira

Objective

To streamline and automate the process of initiating requests for new employee searches, hiring, and onboarding, benefiting both clients and contractors. Additionally, to enable seamless data transfer to related systems, facilitate feedback collection and analysis, and reduce the HR team’s manual workload.

Challenges

• Distributed Systems: The search for employees is managed through an external online system, while candidate approval occurs in an internal, on-premise Jira DataCenter, isolated from external networks for security reasons. This setup complicates the data exchange and integration required for a smooth workflow.
• Candidate Data Entry: Candidates need a secure way to enter their information without direct access to Jira.
• System Interconnectivity: Jira must automatically relay data to the organization’s Identity Management (IDM) system and other internal platforms, necessitating robust internal and external system integrations.
• Survey and Feedback Management: Efficient communication with external services and structured candidate feedback collection is essential.

Solution overview

To address these challenges, a specialized intermediary service called Jira Proxy was developed using Spring Boot on Java Language. This intermediary layer enhances security by managing all external interactions with Jira, allowing no direct access from external networks. The Jira Proxy validates and processes incoming data requests, which it then forwards to the appropriate tasks within Jira, ensuring secure, automated handling of information.
For internal integrations, Groovy scripts facilitate seamless connections between Jira and the IDM system and other internal services, significantly reducing manual intervention and workload for the HR team.

Process flow after
implemintation

Initiation of Employee Searchs ⁰¹

The user creates a task within Jira to initiate a recruitment process. This task is automatically forwarded to an external system where candidate searches occur, previously handled manually by HR personnel.

Candidate Selection and Approval ⁰²

When the final candidate is chosen, their information flows into Jira via the Jira Proxy. The approval process then takes place within Jira’s secure, closed environment. Status updates on the candidate and vacancy progress are automatically sent back to the external system.

Data Transfer to IDM and Provisioning ⁰³

Once approved, the candidate’s data is automatically transferred to the IDM system, triggering user account creation. Simultaneously, the support team receives a task to set up the necessary workstation and equipment.

Onboarding Task Automation ⁰⁴

Tasks are auto-generated for each participant involved in the onboarding process, minimizing manual task creation and accelerating the onboarding timeline.

/* This implementation drastically reduces HR workload, optimizes operational efficiency, and enables quicker turnaround times for staffing needs. Advanced reporting capabilities provide HR with real-time insights into efficiency, team workload, and streamlined control over hiring and onboarding workflows. */

Feedback Collection and
Analysis with Starvibe

Following recruitment and onboarding, feedback is gathered to assess satisfaction levels. Starvibe, another solution integrated with Jira through CALLCTO, supports this by collecting, analyzing, and processing feedback. This integration allows the HR team and other process participants to retrospectively evaluate task quality and identify areas for continuous improvement. Starvibe seamlessly integrates with various task management systems, making it a powerful tool for elevating service quality and process refinement across the organization.

Outcome

Through this Atlassian-powered solution, the organization gains:

• Automation: Minimizing repetitive tasks and manual data entry.

• Data Security: Ensuring secure data handling with Jira Proxy and controlled integrations.

• Process Efficiency: Shortened hiring timelines and optimized resource allocation.

• Continuous Improvement: Enhanced feedback mechanisms enable ongoing service and process enhancements.

/* This solution positions the organization to handle its hiring and onboarding processes with greater efficiency, reliability, and a data-driven approach to continuous improvement. */