Automating Employee Onboarding with Paperless Processes

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Presentation from SmartERP on automating PeopleSoft Employee Onboarding without paper; delivered at the PeopleSoft Healthcare Industry User Group conference 2013.

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Automating Employee Onboarding with Paperless Processes

  1. 1. Automating Employee Onboarding with Paperless Processeswith Paperless ProcessesSession #13049June 11, 2013Doris Wong, CEO, Smart ERP Solutions IncSmart ERP Solutions, Inc.Healthcare Industry User Group ‐ Interact June 2013
  2. 2. Speaker InfoSpeaker Info Doris Wong CEO Smart ERP Solutions PeopleSoft 8.x to 9.2 Over 18 years PeopleSoft Experience Former Oracle Group Vice President and General Manager for PeopleSoft EnterpriseHealthcare Industry User Group ‐ Interact June 2013
  3. 3. Overview• As part of their PeopleSoft Employee Onboarding process many i i ill ili f f h i hiorganizations still utilize a ton of paper as part of their new‐hire processes. This can include standard government forms (I‐9, W‐4) as well as more unique forms such as employee policies and ) q p y peven medical/health exam forms and background checks. These paper‐based manual processes are not only inefficient and time consuming but are also difficult to consistently administer andconsuming, but are also difficult to consistently administer and can be quite costly.  This presentation will focus on the benefits of automating PeopleSoft Employee Onboardng processes and ff l ioffer a solution.Healthcare Industry User Group ‐ Interact June 2013
  4. 4. Agenda/Contents• About SmartERP• Automating Employee Onboarding Best g p y gPractices• Employee OnboardingO b di N Hi– Onboarding New Hires– Demo• Q & AHealthcare Industry User Group ‐ Interact June 2013
  5. 5. About Smart ERP SolutionsHealthcare Industry User Group ‐ Interact June 2013
  6. 6. Human Capital Financials and CampusAbout SmartERPHuman CapitalManagementFinancials andSupply ChainCampusSolutionsInnovative Solutions & Services for PeopleSoftCommon – Critical – ComplementaryExtend FunctionalityImprove ROI Get Faster ResultsLeverage Existing Investment•Pre‐built, packaged,  •Architected as add‐on  •Rapid implementation •PeopleSoft data model d i i dproven solutions•Highly configurable –tailor to YOUR needs•Customer driven requirementssolutions•Avoid customizations•Low‐cost•Minimal risk•Release independent•Deep PeopleSoft knowledge & experience•Unique best practices for implementations & and existing data•Current PeopleSoft business rules and processing•End‐user PeopleSoft requirements•Affordable•Integrated with existing PS apps•Release independent –no upgrade required•On Premise solutionpupgrades skills•Infrastructure and technology
  7. 7. Still Using Paper and ManualProcesses?Processes?Poor User ExperienceTime Consuming
  8. 8. Replace with Electronic Forms and AutomatedBusiness ProcessesStreamlined, online process Online Admin Tools, Status ReportsOnline forms, eSignature Reduced Admin Time & Effort
  9. 9. Opportunities for Automating HR Business ProcessesOnboarding and OffboardingPersonnel Action RequestsPersonnel Action Requests• Hire/Rehire• Separationb h• Job Changes• Interdepartmental Transfers• Retroactive Pay Adjustments• Compensation Changes• Compensation ChangesAnnual Performance ReviewsllOpen EnrollmentCertifications
  10. 10. Automating EmployeeAutomating Employee Onboarding with Paperless g pProcessesHealthcare Industry User Group ‐ Interact June 2013
  11. 11. Value of Automating  Employee Onboarding B i PBusiness ProcessReduce Operating CostsIncrease ProductivityImprove Data SecurityHigher Quality DataReduce Admin TimeBetter Service LevelsEnsure ComplianceEnvironmentally Sound
  12. 12. Onboarding Best Practices & AutomationOnboarding Best Practices & Automation
  13. 13. Average 1st Year New Hire AttritiongPwC Saratoga  2011/2012 US Human Capital Effectiveness Report Onboarding 2011, The Path to Productivity, Aberdeen Group
  14. 14. New Hires N HiNew Hires Often FeelNew HiresShould Feel
  15. 15. Turnover is CostlyTurnover is CostlyRecruiting a Replacement $Compensation Paid to Departing $p p gEmployee$Training (Classroom & On the Job) $Hiring Manager and Work Team Time $Lost Productivity $Total Cost 50% – 150% of Annual Salary
  16. 16. What Drives Turnover?Poor OnboardingProblems with Hiring ProcessPoor Mgr / New Hire RelationshipInadequate Role Not as  qCandidate PoolExpectedFailure to Connect & Build RelationshipsFailure to Connect & Build Relationships
  17. 17. Average 1st Year New Hire AttritiongPwC Saratoga  2011/2012 US Human Capital Effectiveness Report Onboarding 2011, The Path to Productivity, Aberdeen Group
  18. 18. 1st Year New Hire Attrition1st Year New Hire Attrition*With Onboarding Best PracticesPwC Saratoga  2011/2012 US Human Capital Effectiveness Report Onboarding 2011, The Path to Productivity, Aberdeen GroupWith Onboarding Best Practices
  19. 19. Key Onboarding Activities to Automatey gBenefits EnrollmentMgmt InvolvementForms CompletionSocializationEmployment Elig VerificationOrientation to Company InfoTeam Building30‐60‐90 Day Performance ReviewsProvisioningAberdeenBersinMentor ProgramsBuddy SystemPlan a LunchBersinNew Hire ClubsFirst Day AssignmentOtherg0% 20% 40% 60% 80% 100%Strategic Onboarding:  Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011 
  20. 20. Who to OnboardWho to OnboardNew HiresInternalM&A Internal TransfersM&A EmployeesTemporary Employees ConsultantsDoctors NursesInterns
  21. 21. Smart OnboardingSmart OnboardingConfigurable  Automated TaskCriteria‐based ProcessesForms ManagementTask ManagementSocialization ToolsAdministrative SupportDelivered OnboardingMetricsMetricsIntegration with  Delivered PS Applicant Tracking SystemHCM Integration
  22. 22. One Size Doesn’t Fit AllVary Onboarding Process Based On:•Role or Position or Job•Doctors vs Nurse vs Staff•Location•Culture/ /•FT/PT/Temp Status•New Hire vs. Transfer
  23. 23. General High Level Recruiting Process FlowCreate Job OpeningCollect Applicant DataManage Applicants• Screen Applicants• Route ApplicantsRoute Applicants• Interview ApplicantsMake Offers Hire ApplicantsFor  Any Criteria  ‐Doctor,OnboOnbDoctor, Nurses, Staff, Hospitals, Deptarmentsoardoard
  24. 24. Employee Onboarding Demo• The New Hire’s Experience– California Hire – Amanda Executive Doctor• Conditional:  Executive, USA, CA, At‐Will Agreement, California State Form– Vermont Hire –Justin Staff Nurse• Conditional: Staff USA VT No At Will Agreement Vermont State Form• Conditional:   Staff, USA, VT, No At‐Will Agreement, Vermont State Form• The Role of the HR Administrator– Visibility to All New Hiresy– Everify, Background Checks, Wet Signatures– Collaboration and Email Notifications– Consoles and ReportingConsoles and Reporting– The Invitation Process• The Role of Others in the Onboarding Process
  25. 25. In Lieu of Demo:In Lieu of Demo: Smart Employee OnboardingExampleHealthcare Industry User Group ‐ Interact June 2013
  26. 26. Intuitive, User‐Friendly ProcessIntuitive, User Friendly Process
  27. 27. Integration with ATS ‐ DataIntegration with ATS  Data
  28. 28. Broad Task Management SupportBroad Task Management SupportCompany Property Company Property
  29. 29. Configurable and Criteria BasedConfigurable and Criteria Based
  30. 30. Automated Forms ManagementAutomated Forms Management
  31. 31. Online Survey ToolsOnline Survey Tools
  32. 32. Administrative Support & AnalyticsAdministrative Support & Analytics
  33. 33. Questions?Healthcare Industry User Group ‐ Interact June 2013
  34. 34. ContactsContacts Doris Wong CEO CEO Smart ERP Solutions, Inc. E‐mail: doris.w@smarterp.comE mail: doris.w@smarterp.comHealthcare Industry User Group ‐ Interact June 2013
  35. 35. Remember, this presentation and all Interact 2013 presentations are available for download from theavailable for download from the HIUG website Presentations from previous meetings are also availableHealthcare Industry User Group ‐ Interact June 2013

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