On/Off-Boarding Process Improvement Learning Session 2012

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1 Human Resources (HR) Office of Academic Affairs (AA) Information Technology Services (ITS) Presents On/Off-Boarding Process Improvement Learning Session 2012

2 Session Guidelines If questions: We will address questions at the end of each presenter s section In-person attendees: raise your hand Online attendees: click raise flag icon Microphones will be unmuted to ask your question Presentation can be found on HR Homepage under HR News 2

3 Background Goals Agenda Staff on-boarding process and checklists HR Faculty on-boarding process and checklists AA Employee off-boarding process and checklists HR Termination Electronic Personnel Action Form (EPAF) refresher training Human Resource Information Systems (HRIS) Technical on/off-boarding processes, enhancements, University security access form ITS 3

4 Background October 2011 Saint Louis University (SLU) published committee findings Saint Louis University Process Improvement Documents On-Boarding and Off-Boarding 10/13/2011 on the current processes and issues with on-boarding and off-boarding employees Overview of committee findings: Have Banner and user ID assigned early so that computer access and can be set up by the time the person starts at SLU. Concerns about the average time it takes for a new employee to get access is excessive Confirmation from ITS that computer access has been disabled for Term employees 4

5 Background Overview of committee findings, continued: There needs to be better communication between HR, ITS and the departments Name still appears in Banner approval queues even though access has been removed for term employee Current notification process for security access termination is fragmented, delayed and complicated Off-Boarding process is not clearly understood and therefore is not consistently implemented 5

6 Goals Ensure that new employees have basic security access when they arrive on their 1st day of work Ensure that information assets are protected basic access is removed within 1 day of last day worked Provide communication to the Manager, Academic Security Officers (ASOs) and ITS Security Administrators that access has been disabled for separated employees Streamline on/off-boarding processes Ensure that all processes are communicated to all stakeholders and that there is no confusion among employees regarding how to obtain access to systems 6

7 Agenda Background Goals Staff on-boarding process and checklists Patty Haberberger, HR Faculty on-boarding process and checklists AA Employee off-boarding process and checklists HR Termination Electronic Personnel Action Form (EPAF) refresher training HRIS Technical on/off-boarding processes, enhancements, University security access form ITS Question and Answer 7

8 Staff On-boarding 1. Candidate is selected, hiring manager submits hiring proposal (in PeopleAdmin) to recruiter 2. Recruiter: Reviews hiring proposal for appropriate information Extends verbal job offer and candidate accepts Communicates onboarding requirements to candidate Notifies on-boarding coordinator to create Banner ID and populate PEAEMPL/PPAIDEN screens. An overnight process activates SLUNET ID and General System Access 3. Coordinator s candidate their Banner and SLUNET ID, attaches the staff on-boarding checklist and copies the hiring manager 8

9 Staff On-boarding 6. Candidate clears Criminal Background Check (CBC) and pre-employment health screening (if applicable) 7. Recruiter extends formal job offer and completes hiring proposal 8. Coordinator s confirmation of formal job offer to finalist and copies hiring manager Salary, start date, position title, department, link to HR policies, orientations dates/times and any other pertinent information 9. Candidate confirms receipt of formal job offer 10. Recruiter moves requisition to filled staff status, which notifies coordinator, benefits, training and hiring manager 11. Coordinator enters job assignment (NBAJOBS) information into Banner once I-9 form has been completed and verified 9

10 Employee On-boarding Website 10

11 On-boarding Process Maps 11

12 Agenda Background Goals Staff on-boarding process and checklists - HR Faculty on-boarding process and checklists Martha King, Office of Academic Affairs Employee off-boarding process and checklists HR Termination Electronic Personnel Action Form (EPAF) refresher training HRIS Technical on/off-boarding processes, enhancements, University security access form ITS Question and Answer 12

13 Faculty On-boarding Types of New Faculty Part-Time Adjunct faculty Part-time regular faculty Some visiting faculty Full-Time Tenure-Track, Non- Tenure-Track, and Tenured faculty Some visiting faculty Receive an electronic memorandum of agreement ( emoa ) Receive a (paper) appointment letter 13

14 Faculty On-boarding Part-Time Faculty Process 1. Dept. Chair makes offer to faculty member for specific purpose (e.g. teach a course) 2. If needed, dept. requests Banner ID for faculty member a) Faculty member must complete the Faculty Information Form (FIF) & return to Office of Faculty Affairs b) Faculty Affairs creates a Banner ID; account is created 3. Dept. initiates an emoa a) Once Faculty Affairs approves the emoa, the dept. can attach the faculty member to his/her course 4. Dept. initiates an EPAF a) Once emoa has been accepted by the faculty member, the corresponding EPAF will be approved 14

15 Faculty On-boarding Items Needed Before Initiating an emoa Completed Faculty Information Form Used to create Banner ID Transcripts (for new adjuncts only) Immediately after receiving confirmation that a new adjunct has accepted his/her offer for a given assignment, direct him/her to request transcripts for his/her highest degrees. If it is your department practice to review these, transcripts can be sent to the department, and later attached to the emoa. If it is not your department practice to review these, direct the adjuncts to send transcripts to the Office of Faculty Affairs, Attn. Christine Rogers. 15

16 Faculty On-boarding Steps to Take after Banner ID is Created Initiate Electronic Memorandum of Agreement (emoa) NOTE: The emoa will not be approved past the Faculty Affairs level until after the Criminal Background Check is completed. Once the emoa is submitted, track the emoa through the process to ensure that it passes through all approvers in a timely manner. If you notice it has been in an approver s queue for a long period of time, contact that approver to be sure they can access it. 16

17 Faculty On-boarding Steps to Take after Banner ID is Created (cont.) Initiate Corresponding EPAF The EPAF can be initiated simultaneous to, or after, the corresponding emoa has been submitted Initiators: Be sure to include the emoa Tracking Number in the Contract Number field on the EPAF Business Managers: Do not approve EPAFs unless the corresponding emoas have been accepted by the adjunct faculty NOTE: The corresponding EPAF will not be applied by HR until the I-9 forms have been completed. 17

18 Faculty On-boarding Items Needed Before a New Part-Time Faculty Can Accept an emoa Completed Criminal Background Check Banner Self-Service and emoa Guidance 18

19 Faculty On-boarding Other Information to Provide New Adjunct Faculty Prior to Their Start Date School/College/Center and/or Department Faculty Orientation Information Technology Services Academic Calendar Textbook Ordering ID Cards and Parking Paul C. Reinert, S.J. Center for Transformative Teaching and Learning 19

20 Faculty On-boarding 20

21 Faculty On-boarding Full-Time Faculty Process 1. Faculty position posted in PeopleAdmin; search committee decides on faculty member to hire 2. Dept. chair makes recommendation to hire to the dean 3. Dean makes formal offer to the faculty member 4. If the faculty member accepts the offer, s/he must submit transcripts to the Office of Faculty Affairs 5. Faculty Affairs collects transcript, Dean s offer, and Prospective Faculty Approval Form from PeopleAdmin 6. Vice President, Academic Affairs issues appointment letter, with blank FIF included 21

22 Faculty On-boarding Full-Time Faculty Process (continued) 7. Faculty member returns appt. letter & completed FIF 8. Faculty Affairs creates Banner ID; account is created 9. Dean s office initiates an EPAF; approved by Faculty Affairs 22

23 Faculty On-boarding What to Inform New Full-Time Faculty Immediately Upon Acceptance of Their Appointment Letters International Faculty Faculty must contact the Office of International Services immediately after signing their appointment letters to begin visa processing Transfer of Grants Faculty transferring grants to SLU should contact the Office of Research Development and Services (ORDS) at as soon as possible to start the process Moving Assistance Welcome to Saint Louis link on HR website Provide new faculty with the list of approved moving vendors if the college, school, center, or department will be covering moving expenses (as applicable). Explain the reimbursement process with deadlines. 23

24 Faculty On-boarding Other Information to Provide New Full- Time Faculty Prior to Their Start Date New Faculty Orientation Faculty Benefits Orientation School/College/Center and/or Department Faculty Orientation Information Technology Services Academic Calendar Textbook Ordering Activity Insight ID Cards and Parking Paul C. Reinert, S.J. Center for Transformative Teaching and Learning (CTTL) 24

25 Agenda Background Goals Staff on-boarding process and checklists - HR Faculty on-boarding process and checklists AA Employee off-boarding process and checklists Patty Haberberger, HR Termination Electronic Personnel Action Form (EPAF) refresher training HRIS Technical on/off-boarding processes, enhancements, University security access form ITS Question and Answer 25

26 Employee Off-boarding Process 1. Resignation letter submitted by employee (voluntary termination) or decision to terminate (involuntary termination) 2. Termination EPAF processed by business manager or department designee 3. HRIS applies termination EPAF which automatically Generates to the employee with exit interview Disables general and some specific system access Generates notification to Benefits Office Generates notification to Phyllis Basler to disable PeopleAdmin access Generates vacation payout confirmation 4. Voluntary terminations complete employee off-boarding checklist 26

27 Employee Off-boarding Website 27

28 Agenda Background Goals Staff on-boarding process and checklists - HR Faculty on-boarding process and checklists AA Employee off-boarding process and checklists - HR Termination Electronic Personnel Action Form (EPAF) refresher training Marsha McBride, HR Technical on/off-boarding processes, enhancements, University security access form ITS Question and Answer 28

29 Termination EPAF Refresher Staff Transfers: No action required by you Information is entered by HR into Internet Native Banner from Hiring Proposal 29

30 Termination EPAF Refresher End Job EPAF: Use when employee has another assignment that is running concurrently, or past the end date of the Primary job; include Benefits as an FYI on this type of EPAF Example: FT employee resigns, but has an adjunct assignment that runs past his/her primary job end date. 30

31 Termination EPAF Refresher Termination EPAF : Use when employee is leaving the University and has no other assignments, or if employee is going from a benefit eligible position to a non-benefit eligible position. If the employee is benefit eligible, you must do a Term W/Benefits EPAF so that the Benefits Office will be notified for COBRA purposes. 31

32 Termination EPAF Refresher Timely EPAF: Query, Jobs Effective, Termination, Personnel and Last Work dates will match each other Late EPAF: When EPAF is done after the employees last paid date then the Query, Jobs Effective and Termination dates will be the Last Paid Date, but the Personnel and Last Work dates will match and be a date in the past 32

33 Agenda Background Goals Staff on-boarding process and checklists - HR Faculty on-boarding process and checklists AA Employee off-boarding process and checklists - HR Termination Electronic Personnel Action Form (EPAF) refresher training - HRIS Technical on/off-boarding processes, enhancements, University security access form Suzanne Baker, ITS Question and Answer 33

34 What are the types of ACCESS? Employee Automatic University Security Access Form required New Employee (General Access) SLUNET ID, ID, Banner Self-Service, General departmental drive (T:), myslu, people finder, u:drive (manual) NONE HR or AA completes PEAEMPL / PPAIDEN to trigger SLUNET ID When to request NO Request Goal Hiring Manager and NEW employee have received their access and credentials via before the 1 st day of work 34

35 What are the types of ACCESS? Employee Automatic University Security Access Form required New Employee (General Access) SLUNET ID, ID, Banner Self-Service, General departmental drive (T:), myslu, people finder NONE HR or AA completes PEAEMPL / PPAIDEN to trigger SLUNET ID When to request NO Request Goal Hiring Manager and NEW employee have received their access and credentials via before the 1 st day of work NEW Employee (Specific Access) NONE Manager must request via University Security Access Form Can be requested 24 hours after Manager is notified that SLUNET ID has been created Employee has access to specific departmental drive folders/ remote access/ specific applications 35

36 What are the types of ACCESS? Employee Automatic University Security Access Form required Separated Employee (General Access) SLUNET ID, ID, Banner Self-Service (some functions), T: drive, departmental and U: personal drive ACCESS is DISABLED NONE Termination EPAF must be submitted to HR on a timely basis When to request No Request Goal Within 24 hours of employee leaving 36

37 What are the types of ACCESS? Employee Automatic University Security Access Form required Separated Employee (General Access) SLUNET ID, ID, Banner Self-Service (some functions), T: drive, departmental and U: personal drive ACCESS is DISABLED NONE Termination EPAF must be submitted to HR on a timely basis When to request No Request Goal Within 24 hours of employee leaving Separated Employee (Specific Access) Separated employee s proxy setup is removed and manager is notified. Internet Native Banner, HR and Finance access is disabled NONE Termination EPAF must be submitted to HR on a timely basis No Request Within 24 hours of employee leaving 37

38 What are the types of ACCESS? Employee Automatic University Security Access form required Separated Employee Emergency General and Specific Application Access Manually performed by ITS and ASOs Manager should fill out Termination EPAF and University Security Access form (form access not terminated) after Emergency is over When to request HR request to Service Desk Goal Remove General and Specific access as soon as possible 38

39 General ITS Processes for On-boarding: General Access PEAEMPL table in Banner triggers nightly process Automatic If you are an employee you get: 39

40 Specific ITS Processes for On-boarding: Specific Application Access After SLUNET Id is created Hiring Manager submits a University Access Form Academic Security Officer (ASO) reviews requests and approves For VPN, Quality Assurance will review and approve with Information Security Officer (ISO) ITS executes access Hiring Manager receives notification that work is completed 40

41 Disable Process ITS Processes for Off-boarding Disable User Access Standard Separations Manager completes termination EPAF ITS triggers process in Banner to disable general access and specific Banner access Daily Termination reports run automatically to show remaining access Approvals and proxies notification HR, General Counsel and CIO approval is required to obtain access to a separated employee s personal drive, University Access Request Form is required 41

42 Disable Process ITS Processes for Off-boarding Disable User Access Emergency Terminations HR calls and s Director of Service Desk ITS and ASOs are directed to disable access immediately from Service Desk is sent to HR confirming access has been disabled Manager completes termination EPAF Daily Termination reports run automatically to show remaining access Approvals and proxies notification 42

43 NEW University Security Access form 3 forms into 1 University Access form Available at end of October

44 Background Goals Agenda Staff on-boarding process and checklists - HR Faculty on-boarding process and checklists AA Employee off-boarding process and checklists - HR Termination Electronic Personnel Action Form (EPAF) refresher training - HRIS Technical on/off-boarding processes, enhancements, University security access form - ITS Question and Answer 44

45 On/Off-Boarding Process Improvement Learning Session 2012 Thank you for attending and for your continued support. Questions? Comments? 45

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