Confidential

Process Flowcharts Internal use only

Legend
The process flowcharts contain detailed process definition of tasks peformed, their task sequence, the respective responsibilities and the systems that are used
for the execution of the tasks
Visio has been used for this process documentation

1 Process symbols

N°
Activity: tasks and activities manually performed in a process
Manual activity Top: mark the function to which the activity belongs to
Middle: describe the activity
Tool name
Bottom: specify the system and the transaction used in this activity

Start
Start & end bubble: beginning or end of a process
End

N°
Automatic activity: activities performed automatically in a process
Automated activity Top: mark the function to which the activity belongs to
Middle: describe the activity
Tool name
Bottom: specify the system that performs this automatic activity

Activity done during a meeting between SBS and Finance

Validation Question: decision to be taken during the process execution

Cx Controls: Manual, Semi-automatic, Automatic

x.x.x x.x.x Previous/Next step

xxx Linked process

And Or And / Or

Summing junction connector

N°

Manual activity SHIFT processes: manual activity

Tool name
N°
SHIFT processes: automated activity
Automated activity

Tool name

Internal control - Source: Internal Control Manual 2017

X.XXX.X

2 Frame naming conventions

XXX
Functional columns: used to indicate the functional domain which performs the activities
 Confidential
3.3 Onboarding Internal use only

EE 3.3.0 Onboarding Overview

EE Analyst – Talent Facilities and IT

HR – HR BP Business – Manager Comments
Management Support

Q1 2019 review:

Prerequisite :
TRIGGER: Workday ID Ready-to-hire state completed 2 days up-front
created 10 working days Workday ID creation / France (exception 5 days
before Day 1 up-front) / Germany (exception 14 days up-front)

Trigger put in correct box

- N°3.3.1:technology removed
- 3.3.2 Register in Onboarding Programs removed
and merged with 3.3.5
- N.3.3.5: Moved to EE Analyst. Technology
added: iLearn
- 3.3.6 Moved to ITS. Renamed to "Provide
N°3.3.1 Access and Assets"
Prepare for
Newcomer s start and
complete checklist

N°3.3.3 N°3.3.5 N°3.3.4

Communicate Arrival and Coordinate Induction Prepare Facilities and
Welcome Training Tech equipment
Outlook iLearn Security Local System

N°3.3.2
Register in Onboarding
Programs
ILearn

N°3.3.6
Provide Access and
Assets
Service Now / ITS-FM tools

End
 Confidential
3.3 Onboarding Internal use only

EE 3.3.1 Prepare for Newcomer s Start

Newcomer (Business
Facilities and IT EE Analyst – Talent
Business – Manager – Employee – non HR – HR BP Comments
Support Management
Employee)

TRIGGER: Workday
ID created Managers must be made aware of the standard
onboarding policy (with onboarding email along
with workday)

N°3.3.1.3 N°3.3.1.2 Q1 2019 Review:

Trigger added
Send Reminder of
Review checklist and take
needed actions Checklist and Employee - N°3.3.1.3 – step changed to: Review checklist
Start date to Manager and take needed actions . Buddy selection
Outlook moved as activity Is listed in checklist.
- N°3.3.1.5: removed (appears in communicate
arrival )
- N°3.3.1.6 – step moved to EE Analyst. Text
changed. Technology added: iLearn
- N°3.3.1.6X: step added
N°3.3.1.4 - N°3.3.1.X – step added
Identify needs for N°3.3.1.X
newcomer (assets/access) Register Newcomer For
based on onboarding Induction trainings
check-list and enter
requests in system Outlook
ServiceNow

B.MHC2.7
N°3.3.1.5
Identify people to meet
during first 2 weeks
Outlook

N°3.3.1.6X N°3.3.1.6
Receive automated list/ Plan training sessions
links with mandatory (taking into account
training sessions mandatory trainings based
on position)
iLearn iLearn

A.SG9.2
End
 Confidential
3.3 Onboarding Internal use only

EE 3.3.3 Communicate Arrival and Welcome

Newcomer (Business
Facilities and IT EE Analyst – Talent
Business – Manager – Employee – non HR – HR BP Comments
Support Management
Employee)
TRIGGER: Once Process pre-requisite: control B.MHC1.2
Offer/contract is performed and ensured as per policy (outside of
signed (before 1st SBS scope).
day of work) Q1 2019 Review:

TRIGGER added
N°3.3.3.2X: step added
N°3.3.3.1 N°3.3.3.4: Buddy and HR removed from step;
Outlook as technology added
Call Newcomer to
welcome him/her to
Sanofi Managers must be made aware of the standard
onboarding policy (with onboarding email along
with workday)

N°3.3.3.2
Inform team about
arrival

N°3.3.3.2X
Identify people to meet
during first 2 weeks
Outlook

N°3.3.3.3
Send internal
announcement about
Newcomer arrival
Outlook

N°3.3.3.4
Organize breakfast (or
lunch) on Day 1 and
invite team
Outlook

N°3.3.3.5
Organize lunch for the
2 days of Newcomer
Outlook

End
 Confidential
3.3 Onboarding Internal use only

EE 3.3.4 Prepare Facilities and Tech

Newcomer (Business
Facilities and IT EE Analyst – Talent
Business – Manager – Employee – non HR – HR BP Comments
Support Management
Employee)

TRIGGER:Workday Prerequisite :
Hiring process fully completed 10 days before Day
ID has been created One
Service Now ticketing request has to be initiated

N° 3.3.4.1 Responsible : User Access

N°3.3.4.1 Management & Edentity team

Create Network account

& e-mail
Workday

N° 3.3.4.2 Responsible : Site security

N°3.3.4.2
Prepare Security access
to building / office &
create badge
Security local system

N°3.3.4.3 N° 3.3.4.3 Responsible : ITS Service Support

Prepare Security access
to commonly-used or
function-specific
applications

N°3.3.4.4 N° 3.3.4.4 Responsible : ITS Service Support

Prepares assets
(computer, iPad, mobile
phone)

N°3.3.4.5 N° 3.3.4.5 Responsible : Telephony Service

Support
Prepares assets (phone)
if required

N°3.3.4.6 N° 3.3.4.6 Responsible : FM Service Support

Prepares Facility
Management assets Q1 2019 Review
(workspace, locker, key) - Trigger added
- N°3.3.4.1: technology added: WOrkday
- N°3.3.4.5: Wording slightly changed ("if required"
added)

End
 Confidential
3.3 Onboarding Internal use only

EE 3.3.5 Coordinate Induction Training

Newcomer (Business
Facilities and IT EE Analyst – Talent
Business - Manager - Employee – non
Support Management
Employee)
TRIGGER:Workday
ID created
N°3.3.5.1
Organize mandatory
training activities
HR – HR BP Comments
Q1 2019 Review:
Trigger added
- N°3.3.5.3: wording slightly changed
- steps from 3.3.2 Register in Onboarding
Programs added (marked as ._RiOT ) here
except:
- N°3.3.2.4 Register Newcomer for 1 or 2 days "
live my life" deleted (too specific and being
mentioned in check list)

N°3.3.2.2._RiOT N°3.3.2._RiOT
Prepare 1st meeting Register Newcomer for
between Manager, Newcomer Orientation
Newcomer & HR BP
Outlook Outlook

N°3.3.2.3._RiOT N°3.3.2.6._RiOT
Plan training sessions
Plan interviews with (taking into account
future colleagues mandatory trainings
based on position)
Outlook iLearn

A.SG9.2
N°3.3.2.5._RiOT
Send an email to
newcomer about Day 1
details & agenda
Outlook

N°3.3.5.3 N°3.3.5.2
Introduce work Prepare & give
environment to Newcomer welcome kit to
or appoint a team member Newcomer including
to do so code of ethics etc

A.SG3.1
A.SG3.2

N°3.3.5.4
Provide Sanofi & site
informations to Newcomer
: Newcomer Orientation by
local asset

End
 Confidential
3.3 Onboarding Internal use only

EE 3.3.6 Provide Assets and Complete Onboarding

Newcomer (Business
Facilities and IT EE Analyst – Talent
HR – HR DM – Employee – non HR – HR BP Comments
Support Management
Employee)
Process pre-requisite: control B.MHC1 and
TRIGGER: Employee B.MHC1.2 performed and ensured as per policy
starts first day of work (outside of SBS scope).
and is physically on site N° 3.3.6.3 Responsible : Car Fleet Manager

N°3.3.6.X
Q1 2019 Review:
Provide Newcomer with
badge, assets (laptop, Trigger added
phone, etc.)
N°3.3.6.2 – step moved to new joiner
N°3.3.6.8 - step moved to new joiner
N°3.3.6.9 - step moved to new joiner
N°3.3.6.5 - step moved to HR DM
N°3.3.6.1 N°3.3.6.5 tool withdrawn (Workday employees
only)
Review laptop and phone N°3.3.6.1 – Wording slighty changed
installation to ensure N°3.3.6.X - step Added
functionality N°3.3.6.6 – technology removed
N° 3.3.6.7- tool withdrawn

Workday Onboarding:
N°3.3.6.XX - step added
N°3.3.6.XXX - step added
N°3.3.6.2 N°3.3.6.3 N°3.3.6.4 N°3.3.6.XXXX - step added
Help Newcomer to apply
Review "1st day" check- Prepare & provide car (if for Corporate credit card
list needed) to Newcomer (if needed)

N°3.3.6.5
B.MHC2.7
Help
Help Newcomer (Internal or
Newcomer (Internal or
external) to update
update personal
external) to personal
data in the different systems
data in the different systems
(Workday, ServiceNow, )

N°3.3.6.XXX N°3.3.6.XX

Review relevant data Complete Workday

entry and approve onboarding steps

Workday Workday

Any issues ?

Yes

N°3.3.6.XXXX N°3.3.6.6.X

Go back to employee to Send "Onboarding

solve issue survey" to Newcomer
No

N°3.3.6.7
N°3.3.6.6
Collect and analyze
Complete "Onboarding "Onboarding survey" +
survey" Onboarding KPIs

N°3.3.6.8
Review "1st week"
check-list

B.MHC2.7

N°3.3.6.9

Send "discovery report"

to Manager & HR BP

N°3.3.6.10

Review "1st 30 days" &

"1st 90 days" check-list End

B.MHC2.7