Transcript Onboarding at Stanford

HR Users’ Group
1:30 – 3:00 pm 02/08/12
Clark Center Auditorium
02/08/12
1
Overall Agenda
• Staffing Services & StanfordTemps
–Jeanette Lindsay, Carmen Jacinto, Rosemary Bracy, Staff Employment
• HROS Website/PeopleSoft Updates
– Vicky Tran, HR Information Systems
• SU18/Reports
– Kathy Mertens & Anh Hoang, HR Information Systems
• Best Workplace Contests & New Digital Newsletters
– Valerie Beeman, UHR Communications
• New Employee Online Orientation
– Megan McDevitt, Learning & Organizational Effectiveness
02/08/12
2
Staff Employment Agenda
• New Staffing Services
• StanfordTemps and Career Services
02/08/12
3
What’s New?
New Staffing Services!
• Additional recruiting staff (and capacity)
• Focus on types of jobs Stanford fills frequently
o Administration, Finance, Development, Research
• Standardized processes to accommodate volume
StanfordTemps and Career Services
• New StanfordTemps staff
• Expanded resources supporting career services
02/08/12
4
New Staffing Services!
Four Services:
Advertise
02/08/12
Find
Candidates
Screen
Candidates
Notify
Candidates
and Enter
Data
New Staffing Services!
Recruiting Team:
______________________
• Rosemary Bracy *
Schools
 Graduate School of Business
 School of Earth Sciences
 School of Education
• Janina Dong
 School of Engineering
 School of Humanities & Sciences
• Ingrid Hartmann
 School of Law
 School of Medicine
*Lead
02/08/12
New Staffing Services!
Recruiting Team:
________________________________
University & Business Units
 Athletics
 Business Affairs
• Carmen Jacinto*
 Dean of Research
 Development, Alumni, Public Aff.
• Nicanor Jasso
 Hoover Institution
 President, Provost
• Lindsey Gauci
 Stanford Management Company
 University Libraries
* Lead
02/08/12
 VP for Undergraduate Education
StanfordTemps
Temporary administrative employees
• Administration, professional/technical, custom search
• Flat fee for placement, conversion fee if moved to continuing role
• Your contact: Cynthia Ornellas (5-9585, [email protected])
Send us your Stanford-experienced temp candidates
• Always looking for good referrals
• Oracle experience in high demand
02/08/12
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Career Services
Owning Your Career @ Stanford (OYC)
• 3-part Program:
o Seminar
o Brown Bags
o One-on-One Sessions
• OSE-1140, enroll in STARS, no fee
Career Counseling Network (CCN)
• External career counselors
• Reimbursement using STAP (up to $400/FY)
02/08/12
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Staff Employment (SE)
How to Access Services:
 Website – staffing.stanford.edu
 Email – [email protected]
 Schools Rosemary Bracy - (650) 723-4225
[email protected]
 University & Business Units –
Carmen Jacinto - (650) 736-8343
[email protected]
 Career Services and StanfordTemps –
Jeanette Lindsay- (650) 723-4075
[email protected]
 StanfordTemps –
Cynthia Ornellas- (650) 725-958
[email protected]
02/08/12
HRIS Agenda
• New HR Operations & Systems Website
• Reclassification- Be sure to choose the
correct Pay Group
• New PeopleSoft Look and Feel with
PeopleSoft Tools 8.51 Upgrade
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New HR Operations & Systems Website
•
•
•
•
Easily accessible
Same as the university’s web design template
Showcase new and current services
http://hros.stanford.edu/
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Incorrect Pay Group
• Updating Position Management for a Reclassification
– Change the Pay Group in the STF Position Data if applicable
• Example: Changing from an NX1 (Non-Exempt) to EX1 (Exempt)
– Various departments & systems affected by incorrect Pay Group
•
•
•
•
02/08/12
HRIS (HelpSU)-Changing the Pay Group in Position Management & Job Data
Axess Timecard: Changing leave plan, timecard and calculation of accruals
Benefits: Changing the Pay Group in the Benefits program page
Labor Distribution: Updating the expenditure type
13
PeopleSoft Tools 8.51
Look and Feel
• PeopleSoft navigation changed from a static to a ‘Top
Down’ menu
• Favorites menu is now directly accessible in Axess
• Search functionality provides results from the Axess
portal and PeopleSoft
• Workflow dashboard provides a more comprehensive
view on one page
• ‘I agree to the above’ statement will appear as a
pop-up once a year
• Projected to Go-Live February 21st
02/08/12
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Favorites & PeopleSoft Menus
• Favorites & PeopleSoft Menus
– Click the Favorites or PeopleSoft link to see the menu
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PeopleSoft Navigation
• PeopleSoft Navigation
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Navigation Path
• Displaying navigation path at the top of the page
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Workflow Dashboard
• Workflow Dashboard
– Click on the employee’s name and perform an
action
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PeopleSoft Tab Survey Results
• Links that are navigated exclusively from Axess Portal
Other Applications
Training References
02/08/12
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PeopleSoft Tab Survey Results
University Sites
• Based on the survey results:
– Usage of the links was frequently navigated through the
PeopleSoft tab
– PeopleSoft tab will remain; however, it will be renamed
Resources
02/08/12
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Patent and Copyright Agreement
(SU18) Agenda
•
•
•
•
Background
Approach
SU-18 on Axess
Monitoring Compliance
– SU-18 Reporting (Demo)
• Helpful Handout
• Questions
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SU-18
• Background
– July 2011 Court ruling
– Required updated SU-18 agreement
– Overall intent of the agreement remains the same
• Approach
—Communication via emails from David Jones
—Track compliance
—Addressed questions about signing the agreement
—FAQ posted on web-site
—SU-18 email box
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SU-18
• SU-18 Agreement is signed electronically on Axess
– System of record
– SU-18(A) agreements tracked separately
• Monitoring Compliance
—ReportMart1 Report
—Demonstration of how to run the report
—Helpful Handout
Questions???
02/08/12
23
University HR Communications
• What’s in a name?
• Best Workplaces Contests
• New Digital Newsletters
02/08/12
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What’s in a Name—HR’s
Name?
• To distinguish ‘central’ from ‘field,’ the
department formerly known as Human
Resources Services is now:
UNIVERSITY HUMAN RESOURCES
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25
Best Workplaces Contest Goals
• Enhance our reputation as a premier workplace
• Capitalize on positive PR for recruitment and
retention
• Benchmark survey results with other
organizations, including higher education
institutions
• Evaluate employee feedback and identify areas to
strengthen Stanford’s commitment to being a
stellar place to work
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Work on the Farm,
Work with the Best
Contest Details:
• 2 contests, each with an online survey
• Contest organizers have strict eligibility
requirements:
–
–
Staff who work 80% time or more
Staff who are not in their trial period
•
100% confidential and anonymous
• A unique password is created for each person logging in,
but is only for logging back in to take the surveys in
multiple sittings—who takes the survey is not tracked or
reported to Stanford in any way
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Contest #1:
Bay Area Best Places To Work
• Sponsored by the Contra Costa Times, Oakland Tribune
and San Jose Mercury News
• Survey responses collected through Feb. 24
• Results reported in March
• Encourage staff to participate!
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Contest #2:
Top Workplaces in the Bay Area
• Contest sponsored by the San Francisco Business Times
and Silicon Valley/San Jose Business Journal
• Survey responses collected through March 5
• Results reported in April
• Encourage staff to participate!
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UHR Newsletters
Introducing two quarterly digital newsletters
• One for current employees, one for retirees
Purpose
• Showcase the benefits and value of working here
• Promote retention and employee satisfaction, and a
sense of connection for retirees
• Provide consistent employment-related information to
employees and retirees
• Engage readers with contests, surveys and social media
sharing
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Naming Contest Results
• Employee Newsletter:
The Stanford Employee Insider
– Inaugural edition sent by email late February
– Targets all benefits-eligible employees (about 12K)
• Retiree/Emeriti Newsletter
The Stanford Retiree Insider
– Inaugural edition sent by email late March
– Targets all retirees/emeriti (about 5K)
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A Sampling of Features
• Articles detailing various UHR programs, new
initiatives, and services
• Cardinal Careers: employee profiles to spotlight
different positions across the university
• Stanford Sweeteners: highlight the perks available
• Benefits Bulletin: updates or news about medical,
life, retirement, and worklife benefits
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Interactive Tools
• Email, social media sharing options
• Voluntary sign up, opt out options
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Learning & Organizational
Effectiveness, UHR
 Online versions of New Employee Orientation
presentations now available in STARS!
 For new employees with previous Stanford affiliation
 Former employees, post-docs, students
 Remotely located staff
 3 available modules
 Overview (TOD-0100-WEB)
 Health & Welfare Benefits Overview (BEN-0100-WEB)
 Retirement Benefits Overview (BEN-0101-WEB)
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