How a Dairy & FMCG Manufacturer Standardized Onboarding Across Every Plant and Cut Turnaround Time by 50%
Executive Summary
A leading dairy and FMCG manufacturer with more than 5,000 employees was managing employee onboarding through email-based processes. HR teams handled document collection, approvals, and onboarding tasks manually, resulting in a time-consuming process with limited visibility and no centralized record of onboarding activities.
To address these challenges, Rialtes implemented SAP SuccessFactors Onboarding (ONB), providing a structured digital onboarding process with automated workflows, centralized document management, and end-to-end visibility for HR and business stakeholders.
The new solution streamlined onboarding for approximately 20 to 30 new hires each month, reduced administrative effort, improved compliance tracking, and created a more consistent experience for new employees.
Client Profile
The client is one of India's leading dairy and FMCG manufacturers, producing a wide range of products across categories such as milk, curd, ice cream, dairy whitener, skimmed milk powder, ghee, and paneer.
With a workforce of more than 5,000 employees across manufacturing facilities, distribution networks, and corporate offices, the company hires regularly across production, supply chain, sales, and support functions.
As hiring volumes grew, the organization needed a more structured onboarding process that could support scale, improve visibility, and reduce the administrative workload on HR teams.
The Challenge
The company's onboarding process was largely managed through email. HR teams coordinated document collection, approvals, policy acknowledgments, and employee communication through multiple email threads, with limited visibility into progress and completion status.
Process Challenges
- Onboarding activities were managed through email and manual follow-ups
- Different locations and departments followed slightly different onboarding practices
- HR teams spent considerable time tracking documents and sending reminders
- Managers had limited visibility into onboarding progress
- New hires received an inconsistent onboarding experience
Technology & Data Challenges
- No centralized system for onboarding tasks, documents, and approvals
- New hire information was entered manually across multiple systems
- High dependency on email created a risk of missing information and delays
- Compliance records were difficult to track and verify
- The process was becoming increasingly difficult to manage as hiring volumes increased
As a result, onboarding took longer than necessary, required significant manual effort, and made compliance tracking more challenging.
Our Solution
Rialtes implemented SAP SuccessFactors Onboarding (ONB) to create a standardized and digital onboarding process covering pre-boarding, document management, task completion, and compliance tracking.
Structured Onboarding Workflows
- Configured end-to-end onboarding workflows aligned with the company's HR processes
- Automated task assignments and notifications for HR, managers, and new hires
- Reduced reliance on manual email coordination and follow-ups
- Standardized onboarding activities across business units and locations
Digital Document Management
- Replaced email-based document collection with digital forms and workflows
- Centralized onboarding documents within SuccessFactors
- Enabled electronic acknowledgments for policies and compliance documents
- Reduced duplicate data entry through integration with employee records
New Hire Experience
- Provided employees with a dedicated onboarding portal
- Allowed new hires to complete pre-joining activities before their first day
- Offered clear visibility into pending tasks and required documentation
Compliance & Visibility
- Captured onboarding activities, approvals, and document submissions electronically
- Created a complete audit trail for compliance purposes
- Enabled real-time monitoring of onboarding progress
Implementation Approach
The project was delivered through a structured five-phase implementation approach.
Discovery & Process Mapping
Rialtes worked with stakeholders to review the existing onboarding process, identify gaps, and document onboarding requirements, approval flows, compliance obligations, and document needs.
SuccessFactors ONB Configuration
The onboarding solution was configured in the SuccessFactors Quality environment, including workflows, onboarding tasks, document templates, notifications, and employee portal components.
Unit Testing
Configured processes were tested to validate functionality and ensure alignment with business requirements. Test results and configuration documentation were prepared for review.
User Acceptance Testing (UAT)
Business users conducted UAT with support from Rialtes. User guides and training materials were provided, and feedback was addressed before production deployment.
Production Go-Live
Following successful testing and business approval, the solution was deployed to production. Rialtes provided post-go-live support to help users transition to the new process.
Benefits & Outcomes
The implementation delivered measurable improvements in onboarding efficiency and process visibility.
Faster Onboarding
- Approximately 50% reduction in onboarding turnaround time
- Automated workflows replaced multiple manual interactions and email exchanges
Reduced Administrative Effort
- Around 60% reduction in HR administrative workload
- Less time spent tracking documents, sending reminders, and updating records
Consistent New Hire Experience
- Standardized onboarding process across locations and functions
- Clear onboarding journey for every new employee
Improved Compliance
- Complete audit trail for onboarding activities and approvals
- Centralized storage of onboarding records and supporting documents
Better Visibility
- Real-time tracking of onboarding progress
- Improved oversight for HR teams and hiring managers
Scalability
- Able to support 20-30 monthly hires without increasing HR resources
- Process designed to accommodate future workforce growth
Conclusion
By implementing SAP SuccessFactors Onboarding, the organization replaced a fragmented, email-driven process with a standardized digital onboarding solution.
This gave them a faster and more efficient onboarding process, improved compliance tracking, reduced administrative effort, and better visibility across the employee lifecycle. With a scalable onboarding platform in place, the HR team can support ongoing business growth while maintaining a consistent experience for new hires.
