Transcript Onboarding at Stanford

HRMS Users Group
1:30 – 3:00 pm 06/03/10
Clark Center Auditorium
06/03/10
1
Agenda
• Onboarding Updates
– Valerie Beeman (15)
• Payroll Updates
– Kelly Wright (15)
• PeopleSoft Reminders/Updates
– Vicky Tran (15)
• Trovix Recruitment Manager System
– Ingrid Hartmann (10)
06/03/10
2
Onboarding Updates
Learning & Organizational
Effectiveness
06/03/10
3
Update Topics
•
Program Components Update
•
Results of Recent Survey to Hiring Managers,
Supervisors
•
Support for those in a Coordinating Role
— New Hire Site business cards
— Print Guide for Hiring Managers
•
Help Needed from You
06/03/10
4
Program Components Update
• Classroom
– New Employee Orientation offered bi-monthly
 Recently revised to allow more time for benefits presentation
 Rehires do not need to attend if within 2 years of term date
• Online
– Stanford New Hire site
– Email subscription list: newhiretips@stanford
• Tools for Hiring Managers
– Online guide and new print Quick Start Guide
06/03/10
5
Results of Recent Survey to Hiring
Managers, Supervisors
• Invited 282 supervisors and managers who hired
from 08/2009 thru 04/2010
– 81 responses (78 within first 24 hours)
• Overall, results indicate frustration with the
onboarding process
06/03/10
6
Survey: Use of New Hire Site
• The majority of responders did not use the
Stanford New Hire site as a reference when they
last hired, because:
– They hired prior to 11/2009, when the site was
launched
or
– They didn’t know about the site/online tools
06/03/10
7
Survey: Areas Requiring
Most Effort
• 32% said:
– Accurately describing work processes and procedures
• 30% said:
– Logistics, such as preparing work space, purchasing
supplies/equipment, helping him/her get familiar with
surroundings
• 29% said:
– Helping the employee feel a sense of belonging,
inclusion in the work group, team, or department
06/03/10
8
Survey: What Additional Help
Needed?
• 49 detailed comments; these items were recurring:
– Need the SUNet ID the first day; the wait for it delays EVERYTHING
– Need lists with common contacts instead of referring employee to
tons of different websites; a single point of contact in
school/department
 Info on how to coordinate with IT and Facilities for work space and
technology so initial days of work aren’t lost
– Have a “takes a village” approach; hiring manager can’t do
everything
– Training requirements for employees unclear; need a list
– Need more support from HR
– Lack of support or training for hiring manager; need checklists,
templates, protocols
06/03/10
9
Manager’s Guide to Onboarding included in
Stanford New Hire Site
06/03/10
10
Support for Those in a
Coordinating Role
• Stanford New Hire Site business cards
– Include in offer letter/packet
– Directs new employee to loads of information they can see
at any time
– Just let us know when you need more cards!
 Send email to [email protected]
• New Quick Start Guide for Hiring Managers
– Brochures will be provided; give to hiring manager or
supervisor when a job is filled
OR
– Refer to New Hire Site; PDF will be posted in the Mgr’s
Guide to Onboarding section
06/03/10
11
Help Needed from You
• Communicate about Stanford New Hire Site; new
employees and hiring managers use it if they hear about
it
• Contact me if you can:
– Send me a link to any new employee pages on your school, lab,
VP area, or department sites (already have SLAC and SoM)
– Volunteer to have your photo on the site; we need real Stanford
employees on there!
[email protected]
06/03/10
12
Payroll Updates
06/03/10
13
Payroll Overview
•
•
•
•
New Hire Tax Credits
Auto-Termination Process
Supplemental Web Form
Retroactive Timecard Approvals
06/03/10
14
New Hire Tax Credits
• The Hiring Incentives to Restore Employment
(HIRE) Act, provides two new tax credits to
employers who hire previously unemployed
workers
• To allow Stanford to claim the credit, new
employees must complete a brief voluntary
affidavit, the W-11 Form
06/03/10
15
New Hire Tax Credits
• Qualifying employees:
– Hire date between Feb. 3 – Dec. 31, 2010
– Not worked for anyone for more than 40 hours during
the 60 day period prior to beginning employment
– Faculty, staff, temporary, casual and postdoc
employees
 Stanford student employees are not eligible
Rehired employees, including former layoffs, are
eligible as long as they meet all of the criteria
above.
06/03/10
16
New Hire Tax Credits
• Qualified employment:
– Newly created positions
– Existing positions vacated by:
• Voluntary termination
• Involuntary, for cause, termination
06/03/10
17
New Hire Tax Credits
• Please provide new employees with the W-11
http://fingate.stanford.edu/docs/new_employee_affidavit_w11.pdf
06/03/10
18
Auto-Termination Process
• Auto-termination process modified to be job record
specific
• Employee records auto-term if there has been no activity
on the specific job and:
– Three pay periods have elapsed – CSL, TMP paygroups
– Eight pay periods have elapsed – STU paygroup
• Submit contingent terminations as you learn of them
using the termination spreadsheet
– https://www.stanford.edu/dept/dms/hrdata/Job%20Aids/Term_Sprea
dsheet.xls
06/03/10
19
Supplemental Pay Web Form
• Remarks field is now required
– Remarks used by Payroll to audit transactions
• Include a complete description in the Remarks
– Example: Payment for overtime hours not recorded by the
employee during the 5/15/10 pay period. Adjust Paid Time
Entry recorded in Axess Timecard. Rmorgan – 5-5541
• Refer to the Prescribed Earn Code Usage document to
select the appropriate code
– http://fingate.stanford.edu/docs/prescribed_supl_codes_usage.xls
06/03/10
20
Retroactive Timecard Approvals
• Electronic timecard approval is now available for closed
pay periods
• If the TLS/TLA has not approved the timecard, s/he will
see two new approval buttons
• ‘Approve – Retroactive’ if the timecard is accurate and
complete
• ‘Approve with Corrections’ if the timecard requires
modification
— Adjust Paid Time will automatically launch
— Coordinate the correction with the employee and your TLA
• Retroactive approvals appear on the Axess Timecard
Approval Report in ReportMart1
06/03/10
21
Retroactive Timecard Approvals
• Continue to recommend that timecard approvals be
completed prior to the approval deadline
– Especially critical for non-exempt and hourly-paid employees as
timecard entry errors can result in under- or over-payments and
accounting errors
• However, it is required that supervisors review and
approve time and/or leave records for their employees
• This enhancement has been introduced to allow for
electronic approvals even if the approval is outside of the
normal cycle
06/03/10
22
Retroactive Timecard Approvals
Achieve a Perfect Approver Score
• Retrieve your employee list in Axess Timecard
• Navigating through Previous Time Periods, find records
that are missing your approval
• Auto-termination process modified to be job
record specific
• Review the timecards missing your approval
• Retroactively approve the timecards
— Consult with the employee, and your department TLA, if corrections
are necessary
06/03/10
23
PeopleSoft Updates and
Reminders
HR Information Systems
06/03/10
24
PeopleSoft Overview
•
•
•
•
06/03/10
PeopleSoft Tool 8.5 Look and Feel
Search Match
Authority Manager-Access Revoked
Mail Code/Work Number
25
PeopleSoft Tool 8.5
Look and Feel
• New Axess header to match the University guidelines
• A user addressed welcome message on the Axess header
• When clicking on the “I agree to the above” statement on the
PeopleSoft tab, it will no longer open a new PeopleSoft
application window
• When clicking on the “Home” link in the PeopleSoft
application, it will take you back to the Axess portal
PeopleSoft tab
• When clicking on the “Logoff” link, it will log you out from
both Axess & PeopleSoft
• Projected to Go-Live July 4th
06/03/10
26
PeopleSoft Tool 8.5
Look and Feel
Axess portal
06/03/10
27
PeopleSoft Tool 8.5
Look and Feel
• When entering data into a field, the system will display a
list of values that are within range of the value being
entered (e.g., Position Number, Pay Group)
06/03/10
28
Duplicate IDs/ Search Match
• Integration of RegAdmin in Search Match
– Since November 2009
– PeopleSoft Search Match includes all records previously stored in
Registry, SLAC and Hospital
• BEFORE creating a Hire transaction, PeopleSoft Search
Match must always be conducted to determine if the
candidate being hired has an existing ID number
– We highly recommend using National ID (SSN ) as the search criteria
– If the result from the search indicate that the candidate has an
existing ID, you must use this ID in the University ID field when
loading the Hire web form
• SUNet ID sponsorships should not be done until the candidate
has been hired in PeopleSoft
– Collaborate with other colleagues who are processing transactions
for other affiliate types (e.g., Post Docs, Visitors, etc.)
06/03/10
29
Search Match
• EmpllD in Registry, but not in PeopleSoft
— The example below illustrates a contractor who has a SUNet ID , but
does not have a PeopleSoft job
06/03/10
30
Search Match
• EmpllD in PeopleSoft, but not in Registry
— The example below illustrates an applicant who was issued an ID as a
result of applying for admission, but not in the Registry
06/03/10
31
Search Match
• Search results return 2 EmpllDs for an employee
– The information on the Detail link will identify the EmpllD that has
been inactivated and should not be used
– If a person has two EmplIDs (neither of which has been marked as a
bad number), submit a PeopleSoft HRMS HelpSU ticket
 HR Information Systems will determine the correct number to use
06/03/10
32
Search Match
• Do not use the Bad Number for the hire
06/03/10
33
Authority Manager –
Access Revoked
• What type of PeopleSoft transactions will cause a user’s
authority to be revoked?
— Job Data transactions with an Action type of ‘Leave of Absence (LOA)’
and/or ‘Release a Job Record’ created with a future effective date


When releasing a job record, you must wait until the employee’s actual last
day worked
PeopleSoft authority is revoked based on previously identified ‘Action’ types
rather than on an effective date
— Position Management transactions with a Reason type of ‘REOReorganization’ and/or ‘OWN-Change of Ownership’, that require a row
to feed to the employee’s Job Data record


Prior to processing the transaction, review the employee’s current authority
The user’s authority will need to be updated accordingly after the Position
Management update has occurred
• What is being done to improve this process?
— A committee has been formed to discuss the Authority Manager process
06/03/10
34
Mail Code/Work Number
• Mail Code/Work Number Changes
— Mail Code/Work Number updates made in StanfordYou will not feed
over to PeopleSoft
— PeopleSoft Mail Code/Work Number Updates

Navigation: Job Data  Employment Data link
ReportMart1
• Multiple Jobs Report
– Available in late June
– Navigation: HR, Payroll, Benefits Systems  Job Information
Multiple Jobs Report
06/03/10
35
Trovix Recruitment Manager
System
Version 3.0.3
Office of Staff Employment
06/03/10
36
Trovix Overview
• “Trovix System” page located on the
ose.stanford.edu web site
• Updated FAQs about Entering Disposition Data
in the Trovix Recruitment Manager System
• New Question on FAQs
•
06/03/10
Questions
37
“Trovix System” page
• Located at http://ose.stanford.edu/trovix/
— Visit the “Trovix System” page to review Job Aids & FAQs
06/03/10
38
“Trovix System” page
• OSE Offers Training: Online, Classroom, or One-on-one
— Call to set up an appointment
• Contact Ingrid Hartmann, ATS Specialist for Assistance at
650-721-1946
06/03/10
39
Updated FAQs
• Updated the FAQs about Candidate Resume Review &
Candidate Interview Results
06/03/10
40
New Question on FAQs
• Q2. How should my disposition data look after the
recruiting process has been completed?
a) Candidates who were phone screened or interviewed
for the position should be left in one of the following
statuses:
— Screen
— Interview 1
— Interview 2
06/03/10
41
New Question on FAQs
b) Candidates who were not considered for the position should
have a Status & Reason code
— Not A Fit (requires a Reason code)
— Not Available (requires a Reason code)
06/03/10
42
Questions
06/03/10
43