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. Automating Employee Onboarding with Paperless Processeswith Paperless Processes Session #13049 June 11, 2013 Doris Wong, CEO, Smart ERP Solutions IncSmart ERP Solutions, Inc. Healthcare Industry User Group ‐ Interact June 2013
- 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 Enterprise Healthcare Industry User Group ‐ Interact June 2013
- 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 p even 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. Agenda/Contents • About SmartERP • Automating Employee Onboarding Best g p y g Practices • Employee Onboarding O b di N Hi– Onboarding New Hires – Demo • Q & A Healthcare Industry User Group ‐ Interact June 2013
- 6. Human Capital Financials and Campus About SmartERP Human Capital Management Financials and Supply Chain Campus Solutions Innovative Solutions & Services for PeopleSoft Common – Critical – Complementary Extend Functionality Improve ROI Get Faster Results Leverage 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 requirements solutions •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 solution p upgrades skills •Infrastructure and technology
- 7. Still Using Paper and Manual Processes?Processes? Poor User Experience Time Consuming
- 8. Replace with Electronic Forms and Automated Business Processes Streamlined, online process Online Admin Tools, Status Reports Online forms, eSignature Reduced Admin Time & Effort
- 9. Opportunities for Automating HR Business Processes Onboarding and Offboarding Personnel Action RequestsPersonnel Action Requests • Hire/Rehire • Separation b h• Job Changes • Interdepartmental Transfers • Retroactive Pay Adjustments • Compensation Changes• Compensation Changes Annual Performance Reviews llOpen Enrollment Certifications
- 10. Automating EmployeeAutomating Employee Onboarding with Paperless g p Processes Healthcare Industry User Group ‐ Interact June 2013
- 12. Onboarding Best Practices & AutomationOnboarding Best Practices & Automation
- 14. New Hires N HiNew Hires Often Feel New Hires Should Feel
- 15. Turnover is CostlyTurnover is Costly Recruiting a Replacement $ Compensation Paid to Departing $p p g Employee $ Training (Classroom & On the Job) $ Hiring Manager and Work Team Time $ Lost Productivity $ Total Cost 50% – 150% of Annual Salary
- 16. What Drives Turnover? Poor Onboarding Problems with Hiring Process Poor Mgr / New Hire Relationship Inadequate Role Not as q Candidate PoolExpected Failure to Connect & Build RelationshipsFailure to Connect & Build Relationships
- 18. 1st Year New Hire Attrition1st Year New Hire Attrition *With Onboarding Best Practices PwC Saratoga 2011/2012 US Human Capital Effectiveness Report Onboarding 2011, The Path to Productivity, Aberdeen Group With Onboarding Best Practices
- 19. Key Onboarding Activities to Automatey g Benefits Enrollment Mgmt Involvement Forms Completion Socialization Employment Elig Verification Orientation to Company Info Team Building 30‐60‐90 Day Performance Reviews Provisioning Aberdeen Bersin Mentor Programs Buddy System Plan a Lunch Bersin New Hire Clubs First Day Assignment Other g 0% 20% 40% 60% 80% 100% Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011
- 20. Who to OnboardWho to Onboard New Hires InternalM&A Internal Transfers M&A Employees Temporary Employees Consultants Doctors NursesInterns
- 21. Smart OnboardingSmart Onboarding Configurable Automated Task Criteria‐based Processes Forms Management Task Management Socialization Tools Administrative Support Delivered Onboarding MetricsMetrics Integration with Delivered PS Applicant Tracking System HCM Integration
- 23. General High Level Recruiting Process Flow Create Job Opening Collect Applicant Data Manage Applicants • Screen Applicants • Route ApplicantsRoute Applicants • Interview Applicants Make Offers Hire Applicants For Any Criteria ‐ Doctor, O n b o O n b Doctor, Nurses, Staff, Hospitals, Deptarments o a r d o a r d
- 25. 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
- 26. In Lieu of Demo:In Lieu of Demo: Smart Employee Onboarding Example Healthcare Industry User Group ‐ Interact June 2013
- 27. Intuitive, User‐Friendly ProcessIntuitive, User Friendly Process
- 28. Integration with ATS ‐ DataIntegration with ATS Data
- 29. Broad Task Management SupportBroad Task Management Support Company Property Company Property
- 30. Configurable and Criteria BasedConfigurable and Criteria Based
- 33. Administrative Support & AnalyticsAdministrative Support & Analytics
- 35. ContactsContacts Doris Wong CEO CEO Smart ERP Solutions, Inc. E‐mail: doris.w@smarterp.comE mail: doris.w@smarterp.com Healthcare Industry User Group ‐ Interact June 2013
- 36. 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 available Healthcare Industry User Group ‐ Interact June 2013