HIUG Interact 2011 Paperless PeopleSoft Onboarding for Healthcare by SmartERP


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Presentation at the Healthcare Industry User Group Interact 2011 conference by Doris Wong, CEO, Smart ERP Solutions. Covers an add-on solution for PeopleSoft for automating Employee Onboarding in the Healthcare industry.

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HIUG Interact 2011 Paperless PeopleSoft Onboarding for Healthcare by SmartERP

  1. 1. Paperless PeopleSoft Onboarding  for Healthcare Session #11119 Interact 2011 Scottsdale, AZHealthcare Industry Users Group 2011
  2. 2. Overview Many PeopleSoft customers still have paper‐based  employee onboarding processes.  Manual HR processes are not only inefficient but are  also costly in terms of the time and staff required to  manage such error‐prone processes.  Learn about an Oracle partner add‐on solution  delivering paperless onboarding for PeopleSoft  Healthcare customers to automate and streamline new‐ hire as well as full lifecycle employee processes.Healthcare Industry Users Group 2011
  3. 3. Agenda• About Smart ERP Solutions, Inc. – Our Philosophy and Business Value• Why Employee Onboarding?• Introducing Employee Onboarding for PeopleSoft – Automated, Configurable, Full of Options – Employee and HR Administrator Roles• Employee Onboarding Demo• Other Business Process Management Use Cases • Q&A  Healthcare Industry Users Group 2011
  4. 4. About Smart ERP  Solutions, Inc. Healthcare Industry Users Group 2011
  5. 5. Smart ERP Solutions, Inc. Comprised of the best former developers, architects and executives from  PeopleSoft/Oracle Providing cost‐effective, robust and repeatable “Smart Solutions” for  PeopleSoft applications Unique best practices and expertise in PeopleSoft strategic planning,  Smart implementation and upgrade services  KEY DIFFERENTIATOR−OUR SMARTADVANTAGERather than assigning teams of consultants to projects we apply our pre‐built, proven solutions to efficiently address those efforts common to any PeopleSoft project thus saving time, reducing costs, minimizing risks and lowering total cost of ownership by avoiding costly difficult‐to‐maintain customizations.Healthcare Industry Users Group 2011
  6. 6. SmartERP: Our Philosophy Solutions• Enhance and Extend Standard PeopleSoft Functionality to  Meet Business Needs – 3Cs : Common, Critical, Complementary• Repeatable, Pre‐Packaged, Highly‐Configurable and Innovative  Solutions• Release Independence• Customer‐Driven Requirements• Architected and Designed as Add‐On Solutions• Lower Total Cost of Ownership – Minimal to No Customizations – Minimal Upgrade Impact• Affordable and Cost‐EffectiveHealthcare Industry Users Group 2011
  7. 7. Introducing Automated and Paperless  Onboarding  for PeopleSoftHealthcare Industry Users Group 2011
  8. 8. Recruit-to-Hire Business Process Recruiting  Application New Applicants to be Hired 0080 0081 0082 0083 Employee Onboarding ProcessHealthcare Industry Users Group 2011
  9. 9. Key Objectives for Employee Onboarding• To make new employees feel welcome and  comfortable in their new surroundings. • To minimize the time before new employees are  productive members of their new workgroup.• To automate, standardize and streamline the  employee onboarding process• Bottomline: Get new employees productive and  integrated into the culture as quickly as possibleHealthcare Industry Users Group 2011
  10. 10. Employee Onboarding Benefits Reduce New Hire Processing Costs Ensuring Compliance Requirements Improve New Hire’s Time-to-Productivity Rapid Immersion into Team Environment and Corporate Culture Increase New Hire Retention Easily Verify and Have Visibility of New Hire’s Onboarding ActivitiesHealthcare Industry Users Group 2011
  11. 11. Employee Onboarding Activities Employee Onboarding Checklist Company / Departmental Overview New Hire Welcome Kit Corporate Vision / Mission Statements Departmental Goals / Objectives Organization Charts New Employee Orientation Programs Job Expectations Training Requirements Job Descriptions Job Expectations Individual Goals and Objectives Performance Management Program Policies and Procedures Safeguarding of Company Information Protection of Company Assets Health and Safety Program Drug / Alcohol Abuse Policy Suitability for Work Program Complaint Resolution Contingency Plans Affirmative Action Policies Internal Job Posting Practices Overtime Pay Policies Vacation Allowance Practices Retirement Savings Programs Administrative / Housekeeping Items Employee / Network ID Security Cards Work Hours Dress Code Building / Facility Tour Building Evacuation Routes Recycling Programs Inclement Weather Practices Corporate News / Bulletin Boards Emergency Contact Information Local Emergency Telephone Numbers Help Desk Telephone Numbers Email / Internet UseHealthcare Industry Users Group 2011
  12. 12. What Are Your Healthcare Organization’s Onboarding Activities?• Are you taking advantage of your “Preboarding”  period?  Time between offer acceptance and the  first day of work • What are your employee onboarding activities  today? – Welcome Packet – HR, Payroll, Compliance  – Benefits (Health, Dental, Life Insurance, 401K) – Performance (Goals, Expectations) – Training & Learning  – Facilities & Logistics (Badge, Office, Computer, Parking Permit,  Carpooling)Healthcare Industry Users Group 2011
  13. 13. What Are Your Healthcare Organization’s Onboarding Activities?• Pre‐Employment – Payroll forms (I‐9, W‐4, State Tax, Direct Deposit) – Background Check – Criminal History – Veteran’s Status – TB Test Agreement – Employee Health Check List – Employee Health Screening• Policies and Agreements Examples – Probationary Period – Creating a Smoke Free Environment – Confidentiality of Patient Information – Attendance – Fitness for Duty – Conditions of Employment – Attire and Personal Appearance Policy – Child Abuse Reporting Responsibility – ID Badge PolicyHealthcare Industry Users Group 2011
  14. 14. Employee Onboarding Activities• Activities are different for every organization  – Defined and configured by YOU to represent your business requirements and  process – May represent Pre‐hire (Applicant) or New Hire requirements• Activities have different criteria and requirements – Defined and configured by YOU to represent your business – May have multiple tasks within an activity – Criteria and Requirements • Required or Optional • Dependent or Independent • Informational • Requires Workflow Approval • Requires Notification • Requires Acknowledgement, Requires Certification – Can be integrated to external systems (i.e.Other PSFT, 3rd Party)Healthcare Industry Users Group 2011
  15. 15. Employee Onboarding Activities• Activities and Tasks Can be Anything – Filling in Paper Forms – Entering Data Using PeopleSoft Employee Self‐ Service Transactions – Any PeopleSoft Standard Page – Electronic Forms – Any Media for Delivering Information or Forms • Word, Excel, Powerpoint • PDF, Visio, Video • URL, Website, Other – Integration to Other 3rd Party SystemsHealthcare Industry Users Group 2011
  16. 16. Employee Onboarding Example  for HealthcareHealthcare Industry Users Group 2011
  17. 17. Activities Tasks Media Requirement DependencyWelcome  Welcome Letter PDF Required Dependent for Aboard Starting Welcome Video Video Required  Dependent Welcome Letter Campus Directions  WebLink Informational/ Dependent and Map Optional Welcome LetterOccupational Sign up for Physical  Weblink Required Independent after Health Exam Welcome Aboard  Review ADA and  Electronic Form Required by  Independent after  Other Job  physician Welcome Aboard Requirements Review and Sign Job  Electronic Form Required Independent after  Description Welcome Aboard Complete Physical  Electronic Form Required and Independent after  Healthcare Industry Users Group 2011 Exam Completed by  Welcome Aboard physician
  18. 18. Activities Tasks Media Requirement DependencyFill Forms Complete I‐9 Form,  Form (or PSFT  Required Independent after  Section 1 Employee SS) Welcome Aboard  Demographic Data  Electronic Form Required  Independent after  Transmittal  Welcome Aboard State and Federal  Electronic Form Required with  Independent after  Withholding  Electronic  Welcome Aboard Certificate Certification Earnings Disposition Electronic Form Required with  Independent after  Electronic  Welcome Aboard Acknowledgement Employee I.D. Badge  Electronic Form  Required with  Independent after  Use Electronic  Welcome Aboard Acknowledgement Healthcare Industry Users Group 2011
  19. 19. Activities Tasks Media Requirement DependencyEmployment Child Abuse  Electronic Form Required with  Dependent on Fill Documents Reporting Electronic   Forms Certification Dependent Adult  Electronic Form Required with Abuse Reporting Electronic  Certification Health System  Electronic Form Required with   Confidentiality  Electronic  Agreement Acknowledgement State Privacy  Electronic Form Required with  Notification Electronic  AcknowledgementOrientation Verify I‐9 Everify with  Required Dependent on  DHS Employment Documents Department Various Various Orientation   Healthcare Industry Users Group 2011 Checklist Tasks
  20. 20. Activities Tasks Media Requirement DependencyEmployee Self‐ Review Personal  PSFT Employee  Optional Independent after Service Information SS Welcome Direct Deposit  PSFT Employee  Optional Independent after  Authorization SS WelcomeBenefits Enroll in Benefits PSFT Employee  Required Independent after  SS Welcome Health Care  PSFT Employee  Optional Dependent on  Summary SS Enroll in Benefits Dependent/ PSFT Employee  Optional Dependent on  Beneficiary Coverage SS Enroll in BenefitsLearning Complete Ethics  PSFT in ELM  Required Independent after  Training (Integration) WelcomeFacilities Apply for a Parking  Electronic form  Optional with  Dependent on  Permit with Smart Docs Workflow Benefits Healthcare Industry Users Group 2011 Apply For a Badge Electronic form  Optional with  Dependent on  with Smart Docs Workflow Benefits
  21. 21. DemoHealthcare Industry Users Group 2011
  22. 22. Employee Onboarding Demo Scenario Getting Started• HR Admin or Recruiter initiating onboarding process for  potential new hires• Email notification sent to potential new hire’s  documented email • Potential new hire can begin pre‐hiring process even  before final hiring decision, including employee’s first day  of work Healthcare Industry Users Group 2011
  23. 23. Demo Scenario• The New Hire’s Experience • Executive Hire – Tom Executive • Staff Hire – Jerry Staff• The Role of the HR Administrator • Visibility to All New Hires • Collaboration and Email Notifications • Consoles and Dashboards • Other Roles – The Manager, The Recruiter,  The Physician, etc.Healthcare Industry Users Group 2011
  24. 24. Other Use Cases for  Smart Solutions Healthcare Industry Users Group 2011
  25. 25. Other Use Cases for Smart Solutions• Employee Onboarding and Offboarding• Automate and Configure for Any Roles and Any  Conditions Doctors, Nurses, Technicians Consultants, Temps Volunteers Customers and Vendors• Automate and Configure Any Business Process Recruit‐to‐Hire Procure‐to‐Pay Inventory Fullfillment• Configure and Automate Any Business Processes within  YOUR OrganizationHealthcare Industry Users Group 2011
  26. 26. Questions?Healthcare Industry Users Group 2011
  27. 27. Contacts Doris Wong CEO, Smart ERP Solutions, Inc. 925 699 0832 E‐mail: doris.w@smarterp.com Dan White VP of Product Strategy, Smart ERP Solutions, Inc. 925 963 8707 E‐mail: dan.w@smarterp.comHealthcare Industry Users Group 2011
  28. 28. Thank You For more information visit: smarterp.com View Solution Previews: smarterp.com/previews Copyright © 2010 Smart ERP Solutions, Inc.Healthcare Industry Users Group 2011
  29. 29. Remember, this presentation and all  Interact 2011 presentations are  available for download from the  HIUG Web site Presentations from previous meetings are also availableHealthcare Industry Users Group 2011