Automating Extreme Employee Onboarding
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This document summarizes two case studies of automating employee onboarding for organizations with high volumes and security needs. The first case study was a federal government organization that automated onboarding for over 50 forms and highly sensitive HR information. The solution resided in a separate "shadow" database for added security. The second case study was a federal staffing agency that onboarded over 700,000 new hires in a year using the automated solution while ensuring compliance with E-Verify. Both cases leveraged a separate database and security architecture to meet their large-scale and sensitive onboarding needs.
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Automating Extreme Employee Onboarding
- 1. Prepared by: Session ID: Extreme Employee Onboarding: High Volume and Highly Secure Case Studies Doris Wong CEO Smart ERP Solutions, Inc. doris.w@smarterp.com 101830 Kirk Chan VP, Business Development Smart ERP Solutions, Inc. kirk.c@smarterp.com
- 2. AGENDA ⢠Introductions ⢠Automating Employee Onboarding Overview ⢠High Volume and Highly Secure Case Studies: ⢠Federal Government ⢠Staffing Industry ⢠Valuable Lessons to Learn from these Extreme Case Studies ⢠Summary ⢠Questions & Answers
- 3. Smart ERP Solutions, Inc. PeopleSoft Implementation, Upgrade and Other Consulting Services + Innovative add-on solutions and services to automate, streamline and simplify any and all of your PeopleSoft applications Examples: Automated Employee Onboarding / Offboarding Automated I9/E-Verify with DHS Embracing Partnerships with Oracle / PeopleSoft and Our Clients
- 5. 22.7% PwC Saratoga 2011/2012 US Human Capital Effectiveness Report Onboarding 2011, The Path to Productivity, Aberdeen Group 4%* *With Onboarding Best Practices 1st Year New Hire Attrition
- 6. New Hires Should Feel New Hires Often Feel
- 7. News Travels Fast â Bad News Travels Faster âWell, here ready to start my 1st day back in the workforce and my boss is late. Thank God for my old trusty iPhone to entertain me. â âReally just an all around great 1st day at my new gig w/ 3M. Iâm excited to see how this all turns out!â Twitter Posts â July 2012
- 8. Turnover is Costly Recruiting a Replacement $ Compensation Paid to Departing Employee $ Training (Classroom & On the Job) $ Hiring Manager and Work Team Time $ Lost Productivity $ Total Cost 50% â 150% of Annual Salary
- 9. What Drives Turnover? Problems with Hiring Process Inadequate Candidate Pool Poor Onboarding Poor Mgr / New Hire Relationship Role Not as Expected Failure to Connect & Build Relationships
- 10. Key Onboarding Activities 0% 20% 40% 60% 80% 100% New Hire Clubs First Day Assignment Other MentorPrograms BuddySystem Plana Lunch Team Building 30-60-90 Day Performance Reviews Provisioning Socialization EmploymentElig Verification OrientationtoCompanyInfo Benefits Enrollment Mgmt Involvement Forms Completion Aberdeen Bersin Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011
- 11. ⢠25 percent of the working population experiences career transitions every year Onboarding for Positive Engagement ⢠85% of new hires decide, within the first six months, whether or not they will stay with their new employer. ⢠Half of all senior outside hires fail within 18 months in a new position ⢠Every time a business replaces a salaried employee, it costs 6 to 9 monthsâ salary on average ⢠An onboarding program can go a long way towards growing your business and company culture. ⢠A new hireâs first 24 hours are critical to their retention. ⢠Onboarding: Much More Than âNew Hire Orientationâ
- 12. Current New Hire Process Branch HR or Manager Makes Offer by Phone or In Person Branch HR Meets with New Employee to Complete Paper Work and Orientation Videos/Including RM Requirements Branch HR Scans (PDF email) Paper Work and Electronically Transfers to Corporate HR Branch HR Creates Labels and Multiple Files for Each New Employee Corporate HR Reviews All Employee Forms and Enters Information Into PeopleSoft and âHiresâ Employee Payroll Person Reviews Information in PeopleSoft, Adds Pay Information and Interfaces to Mainframe Employee Data is Interfaced to Kronos 10:15, 2;15, 11:15 And Employee is Enrolled in Clock And Badge Created Corporate HR Delivers Paperwork to Corporate Payroll Corporate Payroll Creates Paper File Corporate Payroll Scans Paper Work into Image Now Corporate HR Scan I-9 into Image Now and Benefits Data DOT see next Page Employee Data is Interfaced to IT Security System Paper Paper Paper Manual Data Entry Scan Paper Paper Manual Data Entry Paper Scan Paper
- 13. New Hire Process With Automation Branch HR or Manager Makes Offer by Phone or In Person Branch HR Meets with New Employee to Complete Paper Work and Orientation Videos/Including RM Requirements Branch HR Scans (PDF email) Paper Work and Electronically Transfers to Corporate HR Branch HR Creates Labels and Multiple Files for Each New Employee Corporate HR Reviews All Employee Forms and Enters Information Into PeopleSoft and âHiresâ Employee Payroll Person Reviews Information in PeopleSoft, Adds Pay Information and Interfaces to Mainframe Employee Data is Interfaced to Kronos 10:15, 2;15, 11:15 Corporate HR Delivers Paperwork to Corporate Payroll Corporate Payroll Creates Paper File Corporate Payroll Scans Paper Work into Image Now Corporate HR Scan I-9 into Image Now DOT see next Page Employee Data is Interfaced to IT Security System
- 14. New Hire Process with Automation Branch HR or Manager Makes Offer by Phone or In Person Corporate HR Reviews Data and âHiresâ Employee Payroll Person Reviews Information in PeopleSoft, Approves Pay Information and Interfaces to Mainframe Employee Data is Interfaced to Kronos 10:15, 2;15, 11:15 Corporate Email Sent with Final Offer, Welcome, New Hire Link for Employee to Complete and Contact Information RM Verifies All Documents are in Image Now and Follow Up on Receipt of Employment Verification RM Fax Employment Verification During Pre- Boarding New Employee Completes New Hire Paperwork Employee Data is Interfaced to IT Security System Automated PCN with Workflow Electronic Electronic Electronic Electronic Electronic
- 15. Get Rid of the Paper and Manual Processes!
- 16. Automate the Process: Employee Onboarding Bring All of It Online Bring Paper Online Electronic Signature & Audit Trail Form & Task Management Zip file of all PDFs
- 17. Electronic Audit Trail & Task Management
- 19. Self Identification Compliance Automate Collecting Self- Identification: Race, Veteran, Disability
- 20. Background Compliance Automate Background Checks: Employment, Fingerprint, Drug & Alcohol, etc.
- 23. The Benefits of Onboarding Cut Recruiting Costs Speed Time to Productivity Improve Retention Improve Data Quality Reduce Admin Time Increase Engagement Stay Compliant Drive Performance
- 24. High Volume/Security Case Studies
- 25. High Security Case Study 1: Federal Government Organization ⢠Automated Employee Onboarding Solution (SmartERP) resides in âshadowâ database ⢠Logical and Physical separatation from HCM ENHANCES SECURITY +50 new-hire forms Highly sensitive HR info CORE HCM SHADOW
- 26. High Security Case Study 1: Federal Government Organization Deployment Architecture DB DB HCM HCM Internal Network
- 27. High Security & High Volume Case Study 2: Federal Government Organization ⢠Automated Employee Onboarding Solution (SmartERP) resides in âshadowâ database ⢠Logical and Physical separation from HCM ENHANCES SECURITY as well as SCALABILITY +5M job applications +700K new-hires in one year with E-Verify CORE HCM SHADOW
- 28. PeopleSoft Internet Architecture SAM leveraged, using Database Links to enhance Security
- 29. Summary ⢠Step 1: Business Process Automation and Digital Transformation ⢠Step 2: Evaluate Objectives and Expected Results, especially for high volume and high security ⢠Step 3: Define ROI and Benefits to be gained
- 30. Thank You! COME VISIT US AT OUR BOOTH PeopleSoft Implementation, Upgrade and Other Consulting Services + Innovative add-on solutions and services to automate, streamline and simplify any and all of your PeopleSoft applications.
- 31. Contact Information Doris Wong CEO Smart ERP Solutions, Inc. Doris.w@smarterp.com Mobile: (925) 699-0832 Kirk Chan VP of Business Development Smart ERP Solutions, Inc. Kirk.c@smarterp.com Mobile: (925) 699-4371
- 32. Questions & Answers QUESTIONS AND ANSWERS
- 33. Session ID: Please complete the session evaluation 101830
Hinweis der Redaktion
- Doris Reconnect 2016 session (non-vendor session). Extreme Employee Onboarding: high volume and highly secure case studies #101830 Wed. July 20| 10:45 AM - 11:45 AM (Central)| Paris This session covers case studies for automating employee onboarding in extreme conditions with very high volume (over 1 million hires per year) and highly secure environments (federal government). Though most customers will never need to achieve such onboarding volume or require such high security, all PeopleSoft customers can learn valuable lessons they can apply for their onboarding needs. Type: Case Study Track: Human Capital Management Audience: Technical/Functional Handout(s): RECONNECT+16+101830 Extreme OB Hi Volume Hi Security v1.pdf Product Lines: PeopleSoft
- Research and conventional wisdom both suggest that employees get about 90 days to prove themselves in a new job. The faster new hires feel welcome and prepared for their jobs, the faster they will be able to successfully contribute to the firmâs mission.
- Sometimes Manager does not let HR know they have offered a job â Increase communication
- Sometimes Manager does not let HR know they have offered a job â Increase communication
- Sometimes Manager does not let HR know they have offered a job â Increase communication
- Best in class ERP leverages the digital transformation through automation and paperless processing. The ability to quickly search, identify invoices and related documents speeds efficiencies, leading to greater ROI. Automation is key in digital transformation. It is integral to overcoming the numerous operations hurdles associated with accounts payable and receivable.