Patent Grant
10223653
The present invention relates to worker onboarding. More particularly, the present invention relates to an onboarding dashboard and methods and system thereof.
Onboarding incoming employees is an opportunity for an employer to engage with the employees before the employees take on actives roles in the organization. As onboarding is a multifaceted operation, there are inevitable delays, complexities, inconsistencies, inefficiencies and a lack of visibility along the way, particularly in an online marketplace setting where professionals (e.g., freelancers) and buyers of services engage in the development and delivery of remote services and where chances are high that the professionals and buyers of services will never get to meet face to face. Onboarding freelancers currently involves many inefficient and manual steps. In addition, there are a lack of guidance and unnecessary delays in understanding of what needs to be completed, in communication and in capturing of completed artifacts, which can be numerous. Yet, proper onboarding is critical in a successful engagement kickoff, ensuring that these professional are aware of what is expected of them.
Embodiments of the present invention are directed to an onboarding dashboard and methods and system thereof for transitioning candidates into welcomed and engaged workers. In an online services exchange medium, clients find and hire freelancer candidates “on demand” to get projects done quickly and cost effectively. A client is able to use the onboarding dashboard to configure onboarding tasks for each individual or group of candidates the client hires. The candidates, once engaged with the client, are able use the onboarding dashboard to view the onboarding tasks established for them by the client. The onboarding dashboard provides complete visibility of the onboarding progress to both the client and the candidates, enforcement of step dependencies and management of documents.
In one aspect, a system implementing an onboarding dashboard is provided. The system comprises a data store storing information relating to a job group, wherein the information includes configuration data for each task in the job group and progress data for each task in the job group, wherein the progress data pertains to a service provider. The system also comprises a computer server at a services exchange medium and communicatively coupled with the data store. The computer server is typically programmed to: receive from a computing device used by a client the configuration data for each task in the job group, provide a platform for the client to engage with the service provider and to assign the service provider to the job group, retrieve the information from the data store to automatically generate and transmit for rendering the onboarding dashboard relating to the job group on a web page, wherein the onboarding dashboard displays each task, visually identifies a status of the each task based on at least the progress data of the service provider and enforces task dependencies based on at least the configuration data, such that a second task cannot be started unless a first task is completed, and update a history of events for each task based on activities received from the onboarding dashboard, wherein the progress data includes the history of events.
In some embodiments, the status is one of completed, started but not yet completed, not yet started, flagged, and past due.
In some embodiments, the configuration data for the each task indicates that a specified user activity must be performed in order for the status to be changed to completed. For example, the specified user activity is uploading a document. For another example, the specified user activity is viewing a video.
In some embodiments, the configuration data for the each task indicates an ‘owner’ of each task. For example, the owner is the client. For another example, the owner is the service provider. The owner of a task is the person responsible for completing the task.
In some embodiments, the configuration data for each task indicates that the completion of the each task is required or is optional.
In some embodiments, the configuration data for each task indicates whether that task is dependent on another task or is independent from other tasks.
In some embodiments, the computer server is programmed to receive a signal activating one of the tasks displayed in the onboarding dashboard. In some embodiments, the computer server is programmed, in response to the signal, to automatically generate and transmit a window displaying the history of events pertaining to the activated task. In some embodiments, the computing server is programmed, in response to the signal, to prevent the start of the activated task when one or more tasks that the activated task depends on are not yet completed.
In another aspect, a method of implementing an onboarding dashboard is provided. The method includes storing information relating to a job group in a data store, wherein the information includes configuration data for each task in the job group and progress data for each task in the job group, wherein the progress data pertains to a service provider, receiving by a computing server from a computing device used by a client the configuration data for each task in the job group, providing by the computer server a platform for the client to engage with the service provider and to assign the service provider to the job group, retrieving by the computer server the information from the data store to automatically generate and transmit for rendering the onboarding dashboard relating to the job group on a web page, wherein the onboarding dashboard displays each task, visually identifies a status of each task based on at least the progress data of the service provider and enforces task dependencies based on at least the configuration data, such that a second task cannot be started unless a first task is completed, and updating by the computer server a history of events for each task based on activities received from the onboarding dashboard, wherein the progress data includes the history of events.
In some embodiments, the configuration data includes a schedule of future tasks to be completed and a schedule of reoccurring tasks to be completed, wherein the schedules are configured by the client.
In yet another aspect, a method of implementing an onboarding dashboard in a services exchange medium is provided. Typically, the services exchange medium includes a computing server and a data store in communication with the computing server. The method includes receiving by the computing server from a first computing device that is remote from the services exchange medium a configurable onboarding process flow for each job group administered by a user of the first computing device, storing in the data store the onboarding process flow for each job group, automatically retrieving from the data store by the computing server one of the onboarding process flows appropriate for a service provider, wherein the retrieval is according to the job group the service provider is associated with, and presenting on a second computing device that is remote from the services exchange medium the retrieved onboarding process flow.
In some embodiments, the retrieved onboarding process includes steps and rules. In some embodiments, one of the rules indicates that one of the steps can be completed in parallel with other steps in the retrieved onboarding process flow. In some embodiments, one of the rules indicates that one of the steps can only be started after other steps in the retrieved onboarding process flow are completed. In some embodiments, the rules enforce step dependencies.
In some embodiments, the retrieved onboarding process flow is rendered in the onboarding dashboard, wherein the onboarding dashboard visually identifies a status of each step and is a single access point for retrieving all contents associated with the retrieved onboarding process flow.
The foregoing will be apparent from the following more particular description of example embodiments of the invention, as illustrated in the accompanying drawings in which like reference characters refer to the same parts throughout the different views. The drawings are not necessarily to scale, emphasis instead being placed upon illustrating embodiments of the present invention.
In the following description, numerous details are set forth for purposes of explanation. However, one of ordinary skill in the art will realize that the invention can be practiced without the use of these specific details. Thus, the present invention is not intended to be limited to the embodiments shown but is to be accorded the widest scope consistent with the principles and features described herein.
An exemplary worker life cycle includes a recruitment stage, an onboarding stage, a mid-engagement stage and an offboarding stage. Onboarding is a key stage of the worker life cycle as new workers are oriented to their specific job functions and associated work expectations. A well established onboarding process will successfully integrate new hires into the workforce.
Embodiments of the present invention are directed to an onboarding dashboard and methods and system thereof for transitioning candidates into welcomed and engaged workers. In an online services exchange medium, clients find and hire freelancer candidates “on demand” to get projects done quickly and cost effectively. A client is able to use the onboarding dashboard to configure onboarding tasks for each individual or group of candidates the client hires. The candidates, once engaged with the client, are able use the onboarding dashboard to view the onboarding tasks established for them by the client. The onboarding dashboard provides complete visibility of the onboarding progress to both the client and the candidates, enforcement of step dependencies and management of documents.
In some embodiments, an administrator can access both the back-end system components 105 and the front-end system components 110. In some embodiments, a compliance manager, a hiring manager and a freelancer can access only the front-end system components 110. The compliance manager and the hiring manager are collectively referred to as a customer or client. The customer is typically a buyer of services within the services exchange medium. In some embodiments, the customer is an enterprise scale organization that hires freelancers through the services exchange medium. Alternatively, the customer is an individual person that hires freelancers through the services exchange medium. It should be noted that the terms “customer,” “client,” “buyer of services” and simply “buyer” are used interchangeably herein. It should also be noted that the terms “freelancer,” “service provider” and simply “provider” are used interchangeably herein. In some embodiments, the administrator can be a third party administrator who is hired by the client or by the freelancer or, alternatively, can be the client.
Within the services exchange medium, a freelancer is able to create an online profile and search through job posts, and a client is able to create and post jobs and search for freelancers. The services exchange medium provides an online platform with tools to facilitate matching clients with freelancers, to facilitate communication between clients and freelancers and to facilitate the completion of deliverables. An exemplary services exchange medium is discussed in the co-pending U.S. patent application Ser. No. 11/450,875, entitled “Virtual Office Environment,” filed on Jun. 12, 2006, which is hereby incorporated by reference in its entirety. In some embodiments, a customer is able to hire a plurality of freelancers for a job in the services exchange medium. In some embodiments, a freelancer is able to work for more than one customer in the services exchange medium. In some embodiments, the services exchange medium provides clients and freelancers who are engaged with the clients with access to the onboarding dashboard. The aspects of each of the components of the onboarding dashboard framework 100 in
Additional details and aspects of a services exchange medium are described in the co-pending U.S. patent application Ser. No. 14/520,226, entitled “A Machine Learning Based System and Method of Calculating a Match Score and Mapping the Match Score to a Level,” filed on Oct. 21, 2014, which is hereby incorporated by reference in its entirety. The aspects of the service exchange medium described in U.S. patent application Ser. No. 14/520,226 may be used to implement some or portions thereof of the various components shown in the figures. For example, Apache Tomcat and JAR RabbitMQ may be used to listen and pass events between the various components shown in
In general, a hardware structure suitable for implementing the computing device 200 includes a network interface 205, a memory 210, processor 215, I/O device(s) 220, a bus 235 and a storage device 240. The choice of processor is not critical as long as the processor 215 has sufficient speed. The memory 210 is any conventional computer memory known in the art. The storage device 240 is a hard drive, CDROM, CDRW, DVD, DVDRW, flash memory card or any other storage device. The computing device is able to include one or more network interfaces 205. An example of a network interface includes a network card connected to an Ethernet or other type of LAN. The I/O device(s) 220 are able to include one or more of the following: keyboard, mouse, monitor, display, printer, modem and other devices. Software applications 230 are likely to be stored in the storage device 240 and memory 210 and are executed by the processor 215. Software applications 230 include an application configured to implement the onboarding dashboard framework. More or less components shown in
Examples of suitable computing devices include a personal computer, laptop computer, computer workstation, a server, mainframe computer, mini-computer, handheld computer, personal digital assistant, cellular/mobile telephone, smart appliance, gaming console or any other suitable computing device.
In
As explained elsewhere, each task is assigned an owner and can either be optional or required. An optional task does not need to be completed by the task owner, while a required task must be completed by the task owner. A task can be dependent on another task being completed. For example, the Code of Conduct Training task cannot be started unless the Elance IC Agreement task, the Non-Disclosure Agreement task and the Freelancer Services Agreement task are completed. In some embodiments, task dependencies can occur across multiple onboarding sections in addition to within a single onboarding section. For example, the Elance IC Agreement task cannot be started before the Training and Q&A task is completed. The tasks listed in each section may or may not be ordered in the sequence of requirements. In some embodiments, if a subsequent task is dependent on other task(s) that are not yet completed, then the freelancer is prevented from starting this subsequent task (e.g., downloading/uploading documents, viewing a video, etc., associated with the subsequent task) until the other task(s) are completed. In some embodiments, upon activation of the subsequent task, a popup window message is generated to inform the freelancer which other task(s) need to be completed prior to starting the subsequent task.
In some embodiments, tasks that have been completed, tasks that have not yet been started, tasks that have been started but not yet completed and flagged tasks are distinguished from each other in the onboarding dashboard 400. For example, completed tasks are shown in dark full circles 420a (
Referring to
The task configuration interface for each task allows the client to include a description of the task, which can be text-based, multimedia-based and/or another suitable format. The client is also able to indicate whether the task is optional or required, and who the responsible party is for the completion of the task (e.g., task owner). In some embodiments, alerts regarding the task are sent to at least the task owner. The client is also able to indicate whether file attachments are required to close the task (e.g., indicated as completed). The client is also able to set up permissions regarding who can view the task and who can update the status of the task. The client is also able include internal notes regarding the task that are not made available to the freelancer. The client is also able to add tags to the task for reporting purposes. The client is also able to add task dependencies, which indicate which other task(s) need to be completed before this task can be started. The client is also able to include alerts and tracking of whether the deadline to complete the task has passed. The client is also able to set reoccurring reminders at different time intervals (e.g., monthly, yearly, etc.) if the task, such as a drug test, needs to be repeated in the future. The client is also able to set future tasks to be completed along with proper alerts to the responsible party(ies). Other configurations are contemplated. After the client is finished configuring the task, the information is saved and retrievable for later modifications.
It should be noted that each group can have different onboarding tasks. For example, freelancers in the logo design group do not need a background check, while freelancers who work with confidential information do need a background check. Typically, the client indicates which group the freelancer that the client is engaging with belongs to, such as during the invitation to join the services exchange medium (
Referring again to
The onboarding dashboard 700 organizes the freelancers, their overall progress and the status of each task in a table. In
In some embodiments, tasks that have been completed, tasks that have not yet been started, tasks flagged and tasks that have been started but not yet completed are distinguished from each other. For example, completed tasks are shown in dark full circles 715a, tasks that have not yet been started are shown in light full circles 715b, and tasks that have been started but not yet completed are shown in dark ring 715c. For another example, flagged tasks are shown in a different color (e.g., red) than those tasks that are not flagged (e.g., green). In some embodiments, if the deadline to complete a task has passed, then the status is automatically designated in yellow or some other differentiating color. Although other distinguishing marks in the onboarding dashboard 700 are possible, in one embodiment, the distinguishing marks in the onboarding dashboard 700 are consistent with the distinguishing marks in the onboarding dashboard 400. It should be noted that the onboarding dashboard is extensible and can include more or less statuses. An aspect of the present invention is to allow the client to track freelancers in different statuses.
The onboarding dashboard 700 allows the client to filter the view based on a selected status of a particular section or a particular task via a progress detail feature 720. In some embodiments, upon activation of the progress detail feature 720, a filter is associated with each task or section that allows the client to filter freelancers for that task or section based on the selected status. For example, using the filter for the Compliance section, the client is able to choose to see those freelancers who have completed the Compliance section, to see those freelancers who have started but not yet completed the Compliance section, to see those freelancers who have one or more flagged tasks associated with the Compliance section, to see those freelancers who have not yet started the Compliance section, or to see those freelancers who have missed a deadline for at least one task associated with the Compliance section. The progress detail feature 720 allows the client to narrow down and track freelancers being delayed in the onboarding process so that the client is able to work with these freelancers to get the onboarding tasks completed.
In some embodiments, the client is able to access information of a freelancer by activating the freelancer's image 730 from the onboarding dashboard 700. The information includes a link to the freelancer's online profile and a description of the job that the freelancer is associated with. The information can also include a link to a communications infrastructure within the services exchange medium that allows the client to communicate with the freelancer in realtime via the services exchange medium. Exemplary realtime communications include Internet phone calls and instant chat/messaging.
In some embodiments, the client is able is able to activate a task to view details of that task from the onboarding dashboard 700. For example, upon activation of the W2 Compliance Strategy task 725 under freelancer Muriel Hansen, such as via a mouse-over or the like, a popup window (not illustrated) appears. In some embodiments, the popup window is similar to the popup window 425 of
In some embodiments, the onboarding dashboard is implemented by a system that includes a data store and a computer server at a services exchange medium. The computer server is typically communicatively coupled with the data store.
At Step 810, the computing server receives from a computing device used by a client the configuration data for each task in the job group.
At Step 815, the computer server provides a platform for the client to engage with the service provider and to assign the service provider to the job group. In some embodiments, the platform is a web-based platform that includes a search feature and a hire feature to search for and hire the service provider.
At Step 820, the computer server retrieves the information from the data store to automatically generate and transmit for rendering the onboarding dashboard relating to the job group on a web page. The onboarding dashboard typically displays each task, visually identifies a status of the each task based on at least the progress data of the service provider and enforces task dependencies based on at least the configuration data such that a second task cannot be started unless a first task is completed. The status of the each task can be either completed, started but not yet completed, not yet started, flagged or past due. In some embodiments, the configuration data for the each task indicates that a specified user activity, such as uploading a document, viewing a video, or the like, must be performed in order for the status to be changed.
At Step 825, the computer server updates a history of events for each task based on activities received from the onboarding dashboard. The progress data typically includes the history of events.
In some embodiments, the computer server is programmed to receive a signal activating one of the tasks displayed in the onboarding dashboard. In some embodiments, the computer server is programmed to, in response to the signal, automatically generate and transmit a window displaying the history of events pertaining to the activated task. In some embodiments, the computer server is programmed to, in response to the signal, prevent the start of the activated task when one or more tasks that the activated task depends on are not yet completed.
At Step 910, the onboarding process flow for each job group is stored in the data store.
At Step 915, the computing server automatically retrieves from the data store one of the onboarding process flows appropriate for a service provider. The retrieval is typically according to the job group the service provider is associated with. In some embodiments, the retrieved onboarding process includes steps and rules. In some embodiments, one of the rules indicates that one of the steps can be completed in parallel with other steps in the retrieved onboarding process flow. In some embodiments, one of the rules indicates that one of the steps can only be started after other steps in the retrieved onboarding process flow are completed. In some embodiments, the rules enforce step dependencies.
At Step 920, the retrieved onboarding process flow is presented on a second computing device that is remote from the services exchange medium. In some embodiments, the second computing device is used by the service provider. In some embodiments, the retrieved onboarding process flow is rendered in the onboarding dashboard. In some embodiments, the onboarding dashboard visually identifies a status of each step and is a single access point for retrieving all contents associated with the retrieved onboarding process. The contents can include all file histories for all the tasks associated with the retrieved onboarding process.
In some embodiments, onboarding processes can be more rigorous or less. In some embodiments, once a freelancer is offered a job by a client, the services exchange medium reviews data about the job (e.g., duration, work arrangement, etc.), the client and/or the freelancer (e.g., location, how actively they have been engaged with other clients, etc.), and performs a worker classification evaluation based on the data. Depending on the outcome of the evaluation, the freelancer will be asked to perform a more or less rigorous onboarding process. In particular, in some embodiments, the onboarding dashboard framework allows the client to configure different levels of a single task when the client is configuring the onboarding tasks, such as via the task configuration interface. The freelancer is asked to perform/complete the suitable level of the task according to the outcome of the evaluation.
As discussed above, the prior art onboarding process is error prone because it is manual and involves lots of paper, which can result in the loss of documentation and in the delay of handoffs. It can therefore be a challenge and frustrating to manage and oversee the prior art onboarding process. As discussed herein, unlike the prior art onboarding process, embodiments of the onboarding dashboard of the present invention provides instant kickoff to the onboarding process, provides clear steps, control, visibility and pinpoints delays in the onboarding process, and streamlines the collection of documents. The onboarding dashboard provides a pleasant experience yet a faster way through the onboarding process as compared to the traditional manual onboarding process. The automation of the onboarding process advantageously cuts down risks, delays and confusion for both the client and candidates, allowing the candidates to transition into welcomed and engaged service providers as they work for clients.
As shown in
One of ordinary skill in the art will realize other uses and advantages also exist. While the invention has been described with reference to numerous specific details, one of ordinary skill in the art will recognize that the invention can be embodied in other specific forms without departing from the spirit of the invention. Thus, one of ordinary skill in the art will understand that the invention is not to be limited by the foregoing illustrative details, but rather is to be defined by the appended claims.
This application claims benefit of priority under 35 U.S.C. section 119(e) of the U.S. Provisional Patent Application Ser. No. 61/942,558 filed Feb. 20, 2014, entitled “Onboarding Dashboard,” which is hereby incorporated by reference in its entirety.
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| Number | Date | Country | |
|---|---|---|---|
| 61942558 | Feb 2014 | US |
