Business Analyst Case Study: Streamlining Recruitment and Onboarding Systems in an Australian Workplace

Backgroud

RASA, a mid-sized organisation in Australia, embarked on a system modernisation journey for its Finance and HR/Payroll functions. A critical issue identified was the manual and disjointed recruitment-to-onboarding process, which created inefficiencies for HR, Payroll, Finance teams, and hiring managers. A recently implemented eRecruitment module failed to meet business requirements, highlighting the need for a more robust solution that could streamline processes and improve stakeholder experience.

The Challenge

Key issues included:

• Manual Processes – Recruitment and onboarding relied heavily on paperwork and email trails, causing delays.
• System Gaps – The new eRecruitment tool lacked fit-for-purpose functionality.
• Stakeholder Frustration – Hiring managers, payroll staff, and executives all experienced bottlenecks.
• Compliance & Documentation Risks – Missing or inconsistent documentation created compliance concerns.

Student Task

As part of a SyncSkills case challenge, Odi Ukoh was tasked to step into the role of a Business Analyst and deliver a structured solution covering:

1. As-Is Process Mapping – High-level diagram of the current recruitment-to onboarding process.
2. Requirements Gathering – Functional and non-functional requirements for a new system.
3. Solution Assessment Rubric – Criteria to evaluate vendor solutions.
4. Stakeholder Communication Plan – Tailored engagement approach for stakeholders with varying digital literacy levels.

Odi’s Solution

1. As-Is Process (Key Steps):

• Job requisition raised manually → HR posts vacancy → Candidates submit via multiple channels → HR screens → Hiring Manager interviews → Payroll notified → IT provides access → Employee onboarded (delays due to manual handoffs).

2. Prioritised Requirements:

• Functional: End-to-end digital workflow, integration with payroll & finance, candidate self-service portal, automated notifications.
• Non-Functional: User-friendly interface, scalability, compliance with Australian Fair Work and data privacy laws, mobile accessibility.

3. Solution Assessment Rubric:

Criteria Odi proposed included:

• Ease of Use (important for adoption by non-technical users).
• Integration Capability (with Finance, Payroll, and IT systems).
• Regulatory Compliance (WHS, Fair Work, data protection).
• Scalability & Flexibility (to adapt as the organisation grows).
• Vendor Support & Training (ensuring smooth implementation).

4. Stakeholder Communication Plan:

• Hiring Manager (time-poor): Short dashboard reports showing reduced time-to-hire.
• Payroll Officer (detail-oriented): Walkthrough of system integrations to ensure accuracy.
• Senior Executive (less tech-savvy): High-level business impact summary focusing on ROI, compliance, and workforce productivity. Expected Outcomes

Odi’s plan projected the following benefits:

• Reduced Time-to-Hire by automating manual steps.
• Improved Data Accuracy with system integration between HR, Payroll, and Finance.
• Higher Stakeholder Satisfaction through tailored communication and simplified workflows.
• Compliance Assurance with improved record-keeping and audit trails.
• Better Candidate Experience with a seamless onboarding journey.

Why This Matters

By solving this case, Odi Ukoh demonstrated strong business analysis, process mapping, and stakeholder engagement skills exactly the kind of structured thinking required in BA interviews and real workplace projects.

At SyncSkills, students like Odi tackle real-world case studies to sharpen their problem solving, analysis, and communication skills, making them job-ready for Australia’s