Research note
Sampling onboarding files for completeness
A field-level check of onboarding documents before the first pay cycle, with missingness and expiry categories.
Published
Table of contents
Define the standard
List the documents required before the first pay cycle and before system access. Record the acceptable format and the verification step for each.
Sample the cohort
Use all new hires in a defined period if the cohort is small, or a stratified sample by role. Include at least one file with an expired document and one with a name mismatch.
Score and classify
Score each file as complete, missing, expiring, or unverified. Record the reason and the owner. Do not treat a document that arrived but fails verification as complete.
Report
Report the cohort, the file count, the field completeness, and the exceptions. Add the time from start date to complete file where the data supports it.
Limitations
The method measures file completeness, not the legality of the arrangement. It also depends on the approved system being the only source of truth.
A Philippines-based coordinator can prepare the list and route gaps. The HR owner decides employment terms, policy answers, access, and start approval.
Sources
References supplied with this research note.
| Source | Publisher | Context |
|---|---|---|
| ILO labour statistics | ilostat.ilo.org | Primary reference supplied with this article. |
| Philippine Statistics Authority | psa.gov.ph | Primary reference supplied with this article. |
| World Bank, World Development Indicators | databank.worldbank.org | Primary reference supplied with this article. |