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PeopleSoft Employee Onboarding: An Holistic PeopleSoft Approach


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Delivered to members of the Quest User Group this presentation includes identification of the value and business drivers of automating employee onboarding processes as well as some of the benefits of an holistic PeopleSoft approach towards providing onboarding activities, such as standard government and organization-unique electronic forms, integration with the Department of Homeland Security, employee and company policies, surveys and offboarding.

Employee onboarding processes for PeopleSoft can have many facets from automating the transition from candidate in your applicant tracking system to new employee within PeopleSoft HR; to conducting background checks; completion of standard and non-standard forms; E-Verify; and even benefits enrollment, surveys and periodic employee communications. Many approach automating PeopleSoft employee onboarding processes in a piecemeal fashion with perhaps one solution for E-Verify, another for electronic forms, and yet another system altogether to orchestrate your actual onboarding business process (including step-by-step guided navigation). Others may even attempt to address these needs by developing one-time solutions with consulting services resulting in costly/difficult to maintain customizations that don’t meet all required onboarding needs. This session focuses on the benefits of addressing employee onboarding automation needs from a PeopleSoft-based holistic perspective leveraging your PeopleSoft architecture, infrastructure, users, roles, integration features, and including, but not limited to, orchestration of the entire employee lifecycle from onboarding to offboarding and many facets in between.

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PeopleSoft Employee Onboarding: An Holistic PeopleSoft Approach

  1. 1. PeopleSoft Employee Onboarding:An Holistic PeopleSoft ApproachDoris Wong, CEO, Smart ERP Solutions, Inc.June 20, 2013HCM Learning Series
  2. 2. Agenda• Presenter Background– Smart ERP Solutions, Inc.• Automating PeopleSoft Employee Onboarding– Business Value– Benefits of an Holistic PeopleSoft Approach• PeopleSoft Automated Employee Onboarding– Sample Features• Q and A
  3. 3. About Smart ERPSolutions, Inc.
  4. 4. • Pre-built, packaged,proven solutions• Highly configurable –tailor to YOUR needs• Customer drivenrequirements• Affordable• Integrated withexisting PS apps• Architected as add-on solutions• Avoid customizations• Low-cost• Minimal risk• Release independent– no upgraderequired• On Premise solution• Rapidimplementation• Deep PeopleSoftknowledge &experience• Unique bestpractices forimplementations &upgrades• PeopleSoft datamodel and existingdata• Current PeopleSoftbusiness rules andprocessing• End-user PeopleSoftskills• Infrastructure andtechnologyExtendFunctionalityImprove ROI Get FasterResultsLeverage ExistingInvestmentAbout SmartERP:Human CapitalManagementFinancials andSupply ChainCampusSolutionsInnovative Solutions & Services for PeopleSoftCommon – Critical – Complementary
  5. 5. Still Using Paper and ManualProcesses?Poor User ExperienceTime Consuming
  6. 6. Replace with Electronic Forms and AutomatedBusiness ProcessesStreamlined, online process Online Admin Tools, Status ReportsOnline forms, eSignature Reduced Admin Time & Effort
  7. 7. Onboarding Best Practices& Automation
  8. 8. Average 1st YearNew Hire Attrition22.7%PwC Saratoga 2011/2012 US Human Capital Effectiveness ReportOnboarding 2011, The Path to Productivity, Aberdeen Group
  9. 9. New HiresOften FeelNew HiresShould Feel
  10. 10. News Travels Fast – Bad News TravelsFasterWell, here ready to start my 1st day back in theworkforce and my boss is late. Thank God for myold trusty iPhone to entertain me.Really just an all around great 1st day at my newgig w/ 3M. I’m excited to see how this all turns out!Twitter Posts – July 2012
  11. 11. Turnover is CostlyRecruiting a Replacement $Compensation Paid to DepartingEmployee$Training (Classroom & On the Job) $Hiring Manager and Work TeamTime$Lost Productivity $Total Cost 50% – 150% ofAnnual Salary
  12. 12. What Drives Turnover?Problems withHiring ProcessInadequateCandidate PoolPoor OnboardingPoor Mgr / NewHire RelationshipRole Not asExpectedFailure to Connect & Build Relationships
  13. 13. Average 1st Year New HireAttrition22.7%PwC Saratoga 2011/2012 US Human Capital Effectiveness ReportOnboarding 2011, The Path to Productivity, Aberdeen Group
  14. 14. 22.7%PwC Saratoga 2011/2012 US Human Capital Effectiveness ReportOnboarding 2011, The Path to Productivity, Aberdeen Group4%**With Onboarding Best Practices1st Year New Hire Attrition
  15. 15. Key Onboarding Activities to Automate0% 20% 40% 60% 80% 100%New Hire ClubsFirst Day AssignmentOtherMentor ProgramsBuddy SystemPlan a LunchTeam Building30-60-90 Day Performance…ProvisioningSocializationEmployment Elig VerificationOrientation to Company InfoBenefits EnrollmentMgmt InvolvementForms CompletionAberdeenBersinStrategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011
  16. 16. Onboarding KPIsBest Practices in Onboarding a Multigenerational Workforce, Bersin & Associates, October 2009
  17. 17. Impact of Onboarding17%-1%30%18%39%3%48%35%82%18%75%62%-10%0%10%20%30%40%50%60%70%80%90%Meeting Perf Goals Improved HiringMgr Sat% of Org GoalsAchieved% of New HiresHighly EngagedLaggard Industry Avg Best in ClassOnboarding 2011, The Path to Productivity, Aberdeen Group
  18. 18. Who to OnboardNewHiresTemporaryEmployees ConsultantsInternalTransfersM&AEmployees
  19. 19. Business Value ofAutomating EmployeeOnboarding
  20. 20. ReduceOperating CostsIncreaseProductivityImprove DataSecurityHigher QualityDataReduce AdminTimeBetter ServiceLevelsEnsureComplianceEnvironmentallySoundValue of Automating Employee OnboardingBusiness Processes
  21. 21. Opportunities for Automating EmployeeOnboarding—the complete lifecycleOnboarding• Standard forms (I-9, W-2, State Forms)• E-Verify; Background Check; Medical Examination• Employee Handbook; Health & Safety Policy; Confidentiality Agreement• Benefits Brochures; Enrollment• Employee Badge; Parking Pass• Company Plans (Education Reimbursement, Commuting Reimbursement,Dependent Care)• Campus MapAnnual Performance ReviewsOpen EnrollmentCertificationsEmployee Surveys & Corporate CommunicationsOffboarding
  22. 22. Benefits of an HolisticPeopleSoft Approach
  23. 23. PeopleSoftI-9;E-VerifyElectronicForms;ElectronicSignatureBackgroundCheckMedicalExaminationEmployeeHandbook;Policies;AgreementsEmployeeBadge;Parking PassAnnualCertifications;CorporateCommunicationsOffboarding;Exit SurveyEach 3rd Party Solution Requires aSeparate Integration to PeopleSoft
  24. 24. PeopleSoftI-9;E-VerifyElectronicForms;ElectronicSignatureBackgroundCheckMedicalExaminationEmployeeHandbook;Policies;AgreementsEmployeeBadge;Parking PassAnnualCertifications;CorporateCommunicationsOffboarding;Exit SurveyA holistic PeopleSoft-based approach eliminates and simplifies 3rdparty integrations, incorporating common onboarding/offboardingfeatures directly into PeopleSoftSmart Employee Onboarding™
  25. 25. PeopleSoft AutomatedEmployee Onboarding
  26. 26. Smart OnboardingConfigurableCriteria-basedProcessesAutomatedFormsManagementTaskManagementSocializationToolsAdministrativeSupportDeliveredOnboardingMetricsIntegration withApplicantTrackingSystemDelivered PSHCM Integration
  27. 27. One Size Doesn’t Fit AllVary Onboarding Process Based On:•Role or Position or Job•Doctors vs Nurse vs Staff•Executive vs Staff•Location•Culture•FT/PT/Temp Status•New Hire vs. Transfer
  28. 28. General High LevelRecruiting Process FlowCreate JobOpeningCollect ApplicantDataManage Applicants• Screen Applicants• Route Applicants• Interview ApplicantsMake Offers Hire ApplicantsOnboardOnboardOnboardFor AnyCriteria
  29. 29. AutomatedEmployee OnboardingExample
  30. 30. Intuitive, User-Friendly Process
  31. 31. Integration with ATS - Data
  32. 32. Broad Task Management SupportCompany Property Company Property
  33. 33. Configurable and Criteria Based
  34. 34. Automated Forms Management
  35. 35. Auto-Populated Forms
  36. 36. Auto-Populated Forms
  37. 37. Online Document Presentation &Delivery Options
  38. 38. Online Document Presentation &Delivery Options
  39. 39. Online Document Presentation &Delivery Options
  40. 40. Online Survey Tools Anywhere
  41. 41. 3rd Party Integration Example – E-Verify
  42. 42. 3rd Party Integration Example – E-Verify
  43. 43. 3rd Party Integration Example – E-Verify
  44. 44. Administrative Support & Analytics
  45. 45. Q & A
  46. 46. For more information visit smarterp.comCopyright © 2013 Smart ERP Solutions, Inc.