Unqork Government Live Build Challenge ‘24: AidenAI Streamlines Employee Onboarding

The Endless Maze:  The Employee’s Perspective

Sarah could hardly contain her excitement as she accepted the job offer at the prestigious government agency. However, her enthusiasm was quickly dampened by the onboarding process that awaited her.

It began with a dizzying array of forms to fill out, each requiring the same information to be entered over and over again. Sarah found herself wrestling with confusing legalese and unclear instructions, unsure if she was even completing the documents correctly.

Then came the endless back-and-forth of emails and phone calls, as she tried to track down the various departments and individuals needed to sign off on her hiring. Each step seemed to unveil a new layer of bureaucracy, with no clear path forward.

Weeks turned into months, and Sarah grew increasingly frustrated as her start date was continually delayed. She found herself stuck in a maze of red tape, with no one seeming to have a complete picture of the process or the authority to cut through the tangle.

As the delays mounted, Sarah’s initial excitement turned to doubt. She wondered if she had made the right decision, and whether the job was worth the arduous journey to simply begin working.

The Bottleneck: The Manager’s Perspective

For years, Michael had been a dedicated manager at the agency, but the employee onboarding process had become his nemesis. What should have been a routine task had spiraled into a nightmarish ordeal that seemed to plague every new hire.

Each time a new employee was brought on board, Michael found himself drowning in a sea of paperwork and approvals. He spent countless hours tracking down missing documents, chasing signatures from various departments, and trying to decipher labyrinthine onboarding procedures.

The lack of a streamlined process meant that onboarding duties were scattered across multiple teams, each with their own priorities and timelines. Miscommunications and delays were rampant, leaving new hires in limbo and existing staff struggling to cover the gaps.

Michael found himself constantly apologizing to new employees for the glacial pace and lack of transparency. He knew the process was driving away top talent and damaging the agency’s reputation, but he felt powerless to enact meaningful change.

The Solution

As part of the Unqork Government Live Build Challenge ‘24, Aiden.ai chose to build (in-real time!) a solution to alleviate both Mike and Sarah’s anxiety with employee onboarding challenges and demonstrate the power of the Unqork Enterprise App Cloud to drive impactful mission modernization.

The Aiden.ai team built a solution that digitizes and connects key parts of the process—and accelerates the onboarding times by ~60%. 

To realize this vision, the Aiden.ai team quickly created integrations with sign-on security, email, Docusign, Google Maps, and more. They also leveraged capabilities ranging from dynamic refresh to a prebuilt SSN masking snippet to create intuitive, secure experiences.

The Benefits

• A pre-onboarding request form that reduces manual data entry, saving each new hire hours in repetitive form-filling.
• Automated notifications that provide real time updates to candidates and stakeholders rather than relying on manual emails/calls that often take days or weeks.
• An internal onboarding portal that enables HR to review candidates faster by consolidating all information in one place, with automated decision notifications reaching employees in seconds rather than days.
• The streamlined documentation process saves candidates time by eliminating redundant paperwork and allowing secure digital signatures.
• Managers can review portfolios for final approval faster than manual processes by having a centralized, digital location for all onboarding materials.
• Overall, the new onboarding solution reduces end-to-end time-to-hire by ~60% compared to the previous manual, fragmented process across organizations.

You can check out the onboarding solution AidenAI built during the Unqork Government Live Build Challenge ‘24 here: