The document outlines best practices for a fully paperless HR management system, focusing on employee onboarding processes including automation of paperwork and compliance. It emphasizes the importance of transactional and acculturation onboarding features tailored to organizational needs, ensuring smooth integration of new employees. Additionally, the document highlights the value of multimedia orientation and adaptation programs to facilitate new employee assimilation and connection within the organization.

1. OnboardingRequisitioningHR Process ManagementPersonnel FoldersChange ManagementEmployment VerificationImagine.completely paperless HR management

2. The AllegroHR SuiteUniversal Employment ApplicationUniversal OnboardingNew Employee Acculturation PortalI9 Management with e-VerifyStaff Service RequestPersonnel Action NoticesPersonnel FoldersImagine. completely paperless HR management

3. Best Practices in Employee Onboarding SystemsImagine. completely paperless HR managementWhat you can and should do with an employee onboarding system

4. Imagine. completely paperless HR managementTransactional OnboardingOptimizing, perfecting, and controlling business process tasks during employee onboardingAutomating Paperwork and FormsAutomating the Flow of New Employee DataEnsuring Compliance

5. Imagine. completely paperless HR managementAcculturation OnboardingAccelerating an employee’s assimilation into the organizationOrientationAdaptationConnection

6. Imagine. completely paperless HR managementRecommendation…Recognize the proper mix of transactional and acculturation onboarding features that makes sense for your organizationAll organizations can use transactional onboardingThe more white collar the workforce, the more acculturation onboarding also makes sense

7. Imagine. completely paperless HR managementAutomating Paperwork and FormsApplication for Employment (if not collected by other systems)Employee Demographics FormOffer Letter (if not generated by recruiting technologies)Offer Letter AcceptanceIRS W-4INS I-9IRS 8850 (Work Opportunity Tax Credit)State W-4’s or equivalent and accompanying forms such as affidavit of non-residency, alternative tax elections, certification of military status, etc.

8. Imagine. completely paperless HR managementAutomating Paperwork and Forms, continuedPolicy Acknowledgements and Acceptance:Drug Testing PolicyBackground Testing PolicyHarassment PolicyAcknowledgement of Job DescriptionReceipt of Employee HandbookReceipt of Employment ContractIntellectual Property and Invention AssignmentNon-CompeteChain of CustodyRelease of Information, Particularly for LicensureMinor Work Release FormsIntern or Work-Study Release Forms

9. Imagine. completely paperless HR managementAutomating Paperwork and Forms, continuedBenefits, including group health and voluntary benefitsSpecial Industry FormsDepartment of TransportationDepartment of Homeland SecurityDepartment of Defense and National Security Related FormsFood Services Training & Certifications ReleaseGaming (casino) Training & Certifications ReleaseHealthcare Licensure & Safety

10. Imagine. completely paperless HR managementAutomating the Flow of New Employee DataIntegrations to:Applicant Tracking and RecruitingHRMSPayrollTime and AttendanceLearning ManagementEmployee and Manager Self Service PortalsE-Verify (Immigration & Naturalization Service)Workforce Analytics and ReportingBenefits ManagementBenefits Enrollment Processing Partners

11. Imagine. completely paperless HR managementAutomating the Flow of New Employee Data, continuedIntegrations to:Background Testing PartnersDrug Testing PartnersUnemployment Insurance Outsourcing PartnersState Newhire Reporting SystemsTax Credit Outsourcing PartnersDocument, Content, and Records Management SystemsRisk Management PartnersOther Business Operational SystemsFacility Security SystemsAccounting, ERP, or Supply Chain Management Systems

12. Imagine. completely paperless HR managementAutomating the Flow of New Employee Data, continuedIntegrations to:IT SystemsNetwork Security: ActiveDirectory, LDAP, etc.Systems & Equipment ProvisioningEmail, Blackberry, and Communications ProvisioningEmployee Collaboration SystemsMicrosoft SharePointCorporate Social Networks

13. Ensure Completeness of Forms PackageNo Missing Tax FormsI-9All Policy Acknowledgements Reviewed & AcknowledgedOnly Relevant Forms Completed (Eliminate Risk of Unneeded Forms)Ensure Accuracy of Forms PackageNo Missing FieldsNo Improperly Formatted FieldsNo Inconsistency Between FieldsImagine. completely paperless HR managementEnsuring Compliance

14. Special Industry Licensure: Verification TransportationHealthcareEducationGamingFood ServicesGovernment & DefenseImagine. completely paperless HR managementEnsuring Compliance, continued

15. Imagine. completely paperless HR managementOrientationWelcome Messaging (ideally multimedia, such as a video)Information on the OrganizationCompany HistoryCompany Mission, Vision, and Values StatementsCompany Culture OverviewCopies of Handbooks and Policy ManualsCopies of Benefits Guides and Manuals

16. Imagine. completely paperless HR managementOrientation, continuedInformation on the New Employee’s Team and CoworkersNames and Titles of CoworkersName and Title of Supervisor(s)Contact Information—Email, Phone—for CoworkersSpecial Welcome Messaging from Coworkers is Ideal

17. Imagine. completely paperless HR managementOrientation, continuedInformation on the New Employee’s JobPosition Description & ExpectationsList of Work Items Assigned to EmployeeDelivery StatusUsage GuidelinesAccess to Documents Related to Job PerformanceProject DocumentsUnique Departmental, Location, and Business Unit PoliciesJob Performance Standards & Best Practices

18. Imagine. completely paperless HR managementA Note on Virtual Orientation ProgramsCan be a very powerful tool for physically distributed organizationsShould be well integrated with in-person employee orientation programsSupplementing, not replacing, where feasibleReinforcing business objectives

19. Imagine. completely paperless HR managementAdaptationNew Employee’s Learning PlanPolicy Training & TestingSecurity Training & TestingPhysical SecurityNetwork, Internet, & Virtual SecurityJob TrainingMaterials and Work Items TrainingSkills Remediation & Personal DevelopmentSpecial Skills Training, such as foreign languages or business protocol

20. Imagine. completely paperless HR managementAdaptation, continuedSurveysEnsuring Expectations Have Been Met by Company Ensuring Employee Feels They Have Materials They Need to be EffectiveEnsuring Employee Feels They Are Connecting with Company and Coworkers

21. Imagine. completely paperless HR managementConnectionNew Employee Creates Personal ProfilePersonal Contact InformationEducation HistoryWork HistoryPersonal Interests & HobbiesNew Employee Is Encouraged to Peruse Company Personal Profiles, Traversing both the Official and Unofficial Company Structure, and Find Employees of Similar Background and InterestsExisting Employees Are Encouraged to Seek Out New Employees with Matching Education and Work History and Interests

22. Encourage Employee to Participate in Company EventsCompany CalendarsCompany Clubs & SIGsProvide Message Forums and Electronic Bulletin BoardsSpecial Interest for New EmployeesSpecial Interest per ActivityCar PoolingCareer DevelopmentEmployment Resources (such as)Childcare RecommendationsBenefits RecommendationsLocal Office Facility RecommendationsImagine. completely paperless HR managementConnection, continued

23. Imagine. completely paperless HR managementObtain Our Best Practices Brief…Emerald Software’s “Onboarding Best Practices Brief” is our most popular piece of content, read by thousands of HR professionals.Learn more and request our brief at: http://www.emeraldsoftwaregroup.com/onboardingOr call us at 770-569-5122

24. Thank You For Spending Some Time With Us!Visit Us Atwww.EmeraldSoftwareGroup.comImagine. completely paperless HR management