NC State Onboarding Center. Shared Service Center

Transcription

1 NC State Onboarding Center Shared Service Center

2 Onboarding Center

3 Synergy is the interaction of multiple elements in a system to produce an effect different from or greater than the sum of their individual effects Onboarding Center partners with multiple groups on campus: Human Resources OIED General Counsel OIT EH&S Joyner Visitor Center Hunt Library University Dining Transportation Campus One Card EAS Campus Police

4 NCSU Onboarding Center Vision Create a new hire experience that welcomes, acclimates, engages, and retains new hires in the Wolfpack community by: Making a positive first impression! Equipping new hires with the tools, information and resources needed to be productive on their first day, first week and first months of employment. Orienting new hires to campus Assisting Departments and Colleges with onboarding best practices and manager support/resources Providing tools and resources for campus-wide integration Establishing personal relationships through networking, and social connections. Increasing new hire morale and productivity Helping make NC State a Best Place to Work.

5 The New New Employee Orientation Schedule June 4, 2013 WHAT S NEW WITH NEO? NEO100-New Employee Orientation held on Tuesdays at Joyner Visitor Center. Campus bus tour Group lunch at dining hall Alternate NEO100 (one Friday a month) at Hunt Library from 8:00-12:30 (for new hires with schedule conflicts) Benefits orientation done separately (NEO200 or online). Employee can register via portal (if hire action approved), call OBC, OBC, or manager can register them via Manager Self Service. Confirmation sent to employee and reports to (supervisor). NEO 100-New Employee Orientation Welcome to NC State (Onboarding ) Campus Bus Tour (Onboarding ) Lunch at Fountain Dining Hall Office for Institutional Equity & Diversity Office of General Council Office of Information Technology Break Office for Institutional Equity & Diversity (Unlawful Workplace) Environmental Health & Safety & Campus Police

6 The New New Employee Orientation Schedule June 4, 2013 Benefits Orientation (two options) Class setting (NEO200) Employee can register via MyPack portal (if hire action approved), call OBC, OBC, or manager can register them via Manager Self Service. Confirmation sent to employee and reports to (supervisor) Online Orientation Employee electronically attests that they have completed the orientation online.

7 Online Benefits Orientation Enroll Video Highlights

8 The New New Employee Orientation Schedule June 4, 2013 Post Doc Benefits Orientation (NEO201) One hour class session Generally right before or after NEO100 Not currently available online Twice a month (once at Joyner and once at Hunt)

9 Pilot Groups for Onboarding Services June 17 July 15 August 5 Sept 3 CHASS Facilities CHASS Facilities CHASS Facilities All campus departments OIT OIT Benefits eligible faculty, SPA, Post Docs, EPA non-faculty Benefits eligible faculty, SPA, Post Docs, EPA non-faculty Benefits eligible faculty, SPA, Post Docs, EPA non-faculty, NTT faculty, nonstudent temps Faculty, SPA, Post Docs, EPA non-faculty, NTT faculty, nonstudent temps THANK YOU CHASS, Facilities, and OIT!!!!!

10 System Generated s Welcome (as soon as first page of Start Employment is saved) Employee Onboarding Unity (fed on the night hire action is approved) Employee PS Initiator Reports To Onboarding Gmail (fed on the night hire action is approved) PS Initiator Reports To Onboarding **Note: If action is entered directly into base and not through Start Employment, the s will not be triggered**

11 Sample Welcome

12 Onboarding Center Website

13 New Hire Checklist

14 What is done at department/college? Issue offer letter Background check Let employee know what to expect next (Welcome , Onboarding appointment) Personal Information Form (PIF) PeopleSoft hire action ASAP via Start Employment (kicks off onboarding process) Action approval by HRIM triggers additional s and gives unity access for checklist and new hire employment processes (fed overnight) Ensure employee has an appointment with OBC on their first day Help make sure employees are aware of the two NEO sessions (NEO100 & NEO200/201) Submit SAR requests Grant key card building access Issue keys Assign workspace Manager s safety checklist

15 What is done during the Onboarding appointment? Campus One Card Parking pass I-9 (Part 1 on/before first day) Tax withholding (W-4, NC-4) W-2 consent Direct deposit Emergency contacts Emergency alerts Tax assessment reminders Assist with any incomplete checklist items Secondary employment Conflict of interest NEO100 registration NEO200 benefits registration Complimentary coffee and water for new employees

16 Rehires Will depend on the individual. How long was break in service? >33 days will trigger new s <33 days will not trigger new s Were they previously temporary, EPA, SPA? Is their new assignment temporary, EPA, SPA? How long has it been since they went through NEO (if at all)? Is I-9 still current?

17 Importance of hire action If the Start Employment first page is not saved, the Welcome is not triggered notifying employee to contact Onboarding Center. (Department will need to notify employee to contact us to schedule appointment) If hire action is not approved prior to first day of employment, the Unity ID (and related ) are not generated and employee will NOT be able to do the following on their first day during their Onboarding appointment: Access new hire checklist Campus One Card Parking pass Tax withholding Direct deposit W-2 consent Emergency contacts Emergency alerts I-9 (if we aren t aware of the hire) NOTE: If hire action is NOT APPROVED the day prior to the employee s start date, please contact the Onboarding Center prior to the start date.

18 Communicate with New Employee and Hiring Manager Let the new employee know what to expect at the time the offer is made. Welcome will be coming Coordinate with hiring manager on the best time for Onboarding appointment on first day Let hiring managers know about the new process and what their role is. Communicate with the employee on best time to make the appointment as to not interfere with any plans the department may have for the new employee. Notify department of new employee start dates ASAP so that action can be entered/approved ahead of start date.

19 Picture This!!!!! Instagram--#ipicncstate WE WANT YOUR PICTURES!!!!!

20 Future Plans Go live with all departments September 3rd Online NEO modules Interactive checklist Assistance with departmental orientation and onboarding best practices New employee networking and social events We are here to SERVE you!