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Onboarding Requisitioning HR Process Management Personnel Folders Change Management Employment Verification Imagine.completely paperless HR management
The AllegroHR Suite Universal Employment Application Universal Onboarding New Employee Acculturation Portal I9 Management with e-Verify Staff Service Request Personnel Action Notices Personnel Folders Imagine.  completely paperless HR management
Best Practices in Employee Onboarding Systems Imagine.  completely paperless HR management What you can and should do with an employee onboarding system
Imagine.  completely paperless HR management Transactional Onboarding Optimizing, perfecting, and controlling business process tasks during employee onboarding Automating Paperwork and Forms Automating the Flow of New Employee Data Ensuring Compliance
Imagine.  completely paperless HR management Acculturation Onboarding Accelerating an employee’s assimilation into the organization Orientation Adaptation Connection
Imagine.  completely paperless HR management Recommendation… Recognize the proper mix of transactional and acculturation onboarding features that makes sense for your organization All organizations can use transactional onboarding The more white collar the workforce, the more acculturation onboarding also makes sense
Imagine.  completely paperless HR management Automating Paperwork and Forms Application for Employment (if not collected by other systems) Employee Demographics Form Offer Letter (if not generated by recruiting technologies) Offer Letter Acceptance IRS W-4 INS I-9 IRS 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.
Imagine.  completely paperless HR management Automating Paperwork and Forms, continued Policy Acknowledgements and Acceptance: Drug Testing Policy Background Testing Policy Harassment Policy Acknowledgement of Job Description Receipt of Employee Handbook Receipt of Employment Contract Intellectual Property and Invention Assignment Non-Compete Chain of Custody Release of Information, Particularly for Licensure Minor Work Release Forms Intern or Work-Study Release Forms
Imagine.  completely paperless HR management Automating Paperwork and Forms, continued Benefits, including group health and voluntary benefits Special Industry Forms Department of Transportation Department of Homeland Security Department of Defense and National Security Related Forms Food Services Training & Certifications Release Gaming (casino) Training & Certifications Release Healthcare Licensure & Safety
Imagine.  completely paperless HR management Automating the Flow of New Employee Data Integrations to: Applicant Tracking and Recruiting HRMS Payroll Time and Attendance Learning Management Employee and Manager Self Service Portals E-Verify (Immigration & Naturalization Service) Workforce Analytics and Reporting Benefits Management Benefits Enrollment Processing Partners
Imagine.  completely paperless HR management Automating the Flow of New Employee Data, continued Integrations to: Background Testing Partners Drug Testing Partners Unemployment Insurance Outsourcing Partners State Newhire Reporting Systems Tax Credit Outsourcing Partners Document, Content, and Records Management Systems Risk Management Partners Other Business Operational Systems Facility Security Systems Accounting, ERP, or Supply Chain Management Systems
Imagine.  completely paperless HR management Automating the Flow of New Employee Data, continued Integrations to: IT Systems Network Security: ActiveDirectory, LDAP, etc. Systems & Equipment Provisioning Email, Blackberry, and Communications Provisioning Employee Collaboration Systems Microsoft SharePoint Corporate Social Networks
Ensure Completeness of Forms Package No Missing Tax Forms I-9 All Policy Acknowledgements Reviewed & Acknowledged Only Relevant Forms Completed (Eliminate Risk of Unneeded Forms) Ensure Accuracy of Forms Package No Missing Fields No Improperly Formatted Fields No Inconsistency Between Fields Imagine.  completely paperless HR management Ensuring Compliance
Special Industry Licensure: Verification  Transportation Healthcare Education Gaming Food Services Government & Defense Imagine.  completely paperless HR management Ensuring Compliance, continued
Imagine.  completely paperless HR management Orientation Welcome Messaging (ideally multimedia, such as a video) Information on the Organization Company History Company Mission, Vision, and Values Statements Company Culture Overview Copies of Handbooks and Policy Manuals Copies of Benefits Guides and Manuals
Imagine.  completely paperless HR management Orientation, continued Information on the New Employee’s Team and Coworkers Names and Titles of Coworkers Name and Title of Supervisor(s) Contact Information—Email, Phone—for Coworkers Special Welcome Messaging from Coworkers is Ideal
Imagine.  completely paperless HR management Orientation, continued Information on the New Employee’s Job Position Description & Expectations List of Work Items Assigned to Employee Delivery Status Usage Guidelines Access to Documents Related to Job Performance Project Documents Unique Departmental, Location, and Business Unit Policies Job Performance Standards & Best Practices
Imagine.  completely paperless HR management A Note on Virtual Orientation Programs Can be a very powerful tool for physically distributed organizations Should be well integrated with in-person employee orientation programs Supplementing, not replacing, where feasible Reinforcing business objectives
Imagine.  completely paperless HR management Adaptation New Employee’s Learning Plan Policy Training & Testing Security Training & Testing Physical Security Network, Internet, & Virtual Security Job Training Materials and Work Items Training Skills Remediation & Personal Development Special Skills Training, such as foreign languages or business protocol
Imagine.  completely paperless HR management Adaptation, continued Surveys Ensuring Expectations Have Been Met by Company  Ensuring Employee Feels They Have Materials They Need to be Effective Ensuring Employee Feels They Are Connecting with Company and Coworkers
Imagine.  completely paperless HR management Connection New Employee Creates Personal Profile Personal Contact Information Education History Work History Personal Interests & Hobbies New Employee Is Encouraged to Peruse Company Personal Profiles, Traversing both the Official and Unofficial Company Structure, and Find Employees of Similar Background and Interests Existing Employees Are Encouraged to Seek Out New Employees with Matching Education and Work History and Interests
Encourage Employee to Participate in Company Events Company Calendars Company Clubs & SIGs Provide Message Forums and Electronic Bulletin Boards Special Interest for New Employees Special Interest per Activity Car Pooling Career Development Employment Resources (such as) Childcare Recommendations Benefits Recommendations Local Office Facility Recommendations Imagine.  completely paperless HR management Connection, continued
Imagine.  completely paperless HR management Obtain 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/onboarding Or call us at 770-569-5122
Thank You For Spending Some Time With Us!Visit Us Atwww.EmeraldSoftwareGroup.com Imagine.  completely paperless HR management

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Employee Onboarding Best Practices

  • 1. Onboarding Requisitioning HR Process Management Personnel Folders Change Management Employment Verification Imagine.completely paperless HR management
  • 2. The AllegroHR Suite Universal Employment Application Universal Onboarding New Employee Acculturation Portal I9 Management with e-Verify Staff Service Request Personnel Action Notices Personnel Folders Imagine. completely paperless HR management
  • 3. Best Practices in Employee Onboarding Systems Imagine. completely paperless HR management What you can and should do with an employee onboarding system
  • 4. Imagine. completely paperless HR management Transactional Onboarding Optimizing, perfecting, and controlling business process tasks during employee onboarding Automating Paperwork and Forms Automating the Flow of New Employee Data Ensuring Compliance
  • 5. Imagine. completely paperless HR management Acculturation Onboarding Accelerating an employee’s assimilation into the organization Orientation Adaptation Connection
  • 6. Imagine. completely paperless HR management Recommendation… Recognize the proper mix of transactional and acculturation onboarding features that makes sense for your organization All organizations can use transactional onboarding The more white collar the workforce, the more acculturation onboarding also makes sense
  • 7. Imagine. completely paperless HR management Automating Paperwork and Forms Application for Employment (if not collected by other systems) Employee Demographics Form Offer Letter (if not generated by recruiting technologies) Offer Letter Acceptance IRS W-4 INS I-9 IRS 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 management Automating Paperwork and Forms, continued Policy Acknowledgements and Acceptance: Drug Testing Policy Background Testing Policy Harassment Policy Acknowledgement of Job Description Receipt of Employee Handbook Receipt of Employment Contract Intellectual Property and Invention Assignment Non-Compete Chain of Custody Release of Information, Particularly for Licensure Minor Work Release Forms Intern or Work-Study Release Forms
  • 9. Imagine. completely paperless HR management Automating Paperwork and Forms, continued Benefits, including group health and voluntary benefits Special Industry Forms Department of Transportation Department of Homeland Security Department of Defense and National Security Related Forms Food Services Training & Certifications Release Gaming (casino) Training & Certifications Release Healthcare Licensure & Safety
  • 10. Imagine. completely paperless HR management Automating the Flow of New Employee Data Integrations to: Applicant Tracking and Recruiting HRMS Payroll Time and Attendance Learning Management Employee and Manager Self Service Portals E-Verify (Immigration & Naturalization Service) Workforce Analytics and Reporting Benefits Management Benefits Enrollment Processing Partners
  • 11. Imagine. completely paperless HR management Automating the Flow of New Employee Data, continued Integrations to: Background Testing Partners Drug Testing Partners Unemployment Insurance Outsourcing Partners State Newhire Reporting Systems Tax Credit Outsourcing Partners Document, Content, and Records Management Systems Risk Management Partners Other Business Operational Systems Facility Security Systems Accounting, ERP, or Supply Chain Management Systems
  • 12. Imagine. completely paperless HR management Automating the Flow of New Employee Data, continued Integrations to: IT Systems Network Security: ActiveDirectory, LDAP, etc. Systems & Equipment Provisioning Email, Blackberry, and Communications Provisioning Employee Collaboration Systems Microsoft SharePoint Corporate Social Networks
  • 13. Ensure Completeness of Forms Package No Missing Tax Forms I-9 All Policy Acknowledgements Reviewed & Acknowledged Only Relevant Forms Completed (Eliminate Risk of Unneeded Forms) Ensure Accuracy of Forms Package No Missing Fields No Improperly Formatted Fields No Inconsistency Between Fields Imagine. completely paperless HR management Ensuring Compliance
  • 14. Special Industry Licensure: Verification Transportation Healthcare Education Gaming Food Services Government & Defense Imagine. completely paperless HR management Ensuring Compliance, continued
  • 15. Imagine. completely paperless HR management Orientation Welcome Messaging (ideally multimedia, such as a video) Information on the Organization Company History Company Mission, Vision, and Values Statements Company Culture Overview Copies of Handbooks and Policy Manuals Copies of Benefits Guides and Manuals
  • 16. Imagine. completely paperless HR management Orientation, continued Information on the New Employee’s Team and Coworkers Names and Titles of Coworkers Name and Title of Supervisor(s) Contact Information—Email, Phone—for Coworkers Special Welcome Messaging from Coworkers is Ideal
  • 17. Imagine. completely paperless HR management Orientation, continued Information on the New Employee’s Job Position Description & Expectations List of Work Items Assigned to Employee Delivery Status Usage Guidelines Access to Documents Related to Job Performance Project Documents Unique Departmental, Location, and Business Unit Policies Job Performance Standards & Best Practices
  • 18. Imagine. completely paperless HR management A Note on Virtual Orientation Programs Can be a very powerful tool for physically distributed organizations Should be well integrated with in-person employee orientation programs Supplementing, not replacing, where feasible Reinforcing business objectives
  • 19. Imagine. completely paperless HR management Adaptation New Employee’s Learning Plan Policy Training & Testing Security Training & Testing Physical Security Network, Internet, & Virtual Security Job Training Materials and Work Items Training Skills Remediation & Personal Development Special Skills Training, such as foreign languages or business protocol
  • 20. Imagine. completely paperless HR management Adaptation, continued Surveys Ensuring Expectations Have Been Met by Company Ensuring Employee Feels They Have Materials They Need to be Effective Ensuring Employee Feels They Are Connecting with Company and Coworkers
  • 21. Imagine. completely paperless HR management Connection New Employee Creates Personal Profile Personal Contact Information Education History Work History Personal Interests & Hobbies New Employee Is Encouraged to Peruse Company Personal Profiles, Traversing both the Official and Unofficial Company Structure, and Find Employees of Similar Background and Interests Existing Employees Are Encouraged to Seek Out New Employees with Matching Education and Work History and Interests
  • 22. Encourage Employee to Participate in Company Events Company Calendars Company Clubs & SIGs Provide Message Forums and Electronic Bulletin Boards Special Interest for New Employees Special Interest per Activity Car Pooling Career Development Employment Resources (such as) Childcare Recommendations Benefits Recommendations Local Office Facility Recommendations Imagine. completely paperless HR management Connection, continued
  • 23. Imagine. completely paperless HR management Obtain 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/onboarding Or call us at 770-569-5122
  • 24. Thank You For Spending Some Time With Us!Visit Us Atwww.EmeraldSoftwareGroup.com Imagine. completely paperless HR management