Hiring Coordinator Training

Transcription

1 Hiring Coordinator Training You will be automatically muted upon joining the call. Please test your speakers to ensure you can hear audio. If you are having issues with your computer speakers, please call in via phone using the call-in information sent in the training communication. We will begin shortly! Test audio here if using computer speakers.

2 If you can see this but are having audio issues, and you have tried to call in via phone but still cannot hear, please send a Lync to Michael Williams Training Specialist, or willime@ucmail.uc.edu for assistance.

3 Using WebEx Training Center To turn on the chat feature, hover your mouse at the top of the screen where the green bar is to make this window appear.

4 Using WebEx Training Center Click on the Chat icon so it highlights orange, and the chat box will appear on your screen. Say hello! Send question to Host, Presenter & Panelists only.

5 Using WebEx Training Center To turn on the annotate feature, hover your mouse at the top of the screen where the green bar is to make this window appear.

6 Using WebEx Training Center Using the checkbox feature, put a check mark in the box below. Annotation Toolbar

7 Agenda What is Onboarding? Onboarding module 411 How-to : your role as a Hiring Coordinator A chance to practice Following up with the Hire Transition information: from current to new New Hire Experience

8 Before we begin The Onboarding module will be used for: Staff Faculty Students

9 What is Onboarding? State the components of the first phase of the SuccessFactors Onboarding module Explain your role as a Hiring Coordinator in phase one of the Onboarding module

10 Type in the chat box: What do you think of when you hear the word onboarding? What is Onboarding?

11 What is Onboarding? Onboarding: The process of integrating employees into their new work environment to ensure they re engaged and productive employees.

12 What is Onboarding?

13 What s the Big Deal? 90% of employees make their decision to stay at a company within the first 6 months Employees who attend a well-structured onboarding program are 69% more likely to remain at a company up to 3 years Well-executed onboarding leads to higher job engagement, decreased turnover, better performance, and lower stress amongst employees

14 UC Onboarding: A Phased Approach Phase 2: Date TBD Buddies for the New Hire Recommended people they should meet Ordering phone, computer, , etc. Schedule meetings for New Hires Phase 1: October 26 New Hire Portal available to Hires as soon as Hiring Coordinator kicks off onboarding Phase 1: October 26 Electronic New Hire forms (e-signatures now accepted)

15 Benefits of Phase 1 Hires can complete paperwork before they start Hires will have access to a portal which provides information in a single place they didn t have before; they can learn more about working at UC before they start Hiring Coordinators can track their progress through the Onboarding workflow Captures delayed I-9s to improve compliance with federal regulations Streamlines the process of taking a Hire from the hiring event into the onboarding process Orientation takes less time because Hire has already completed paperwork

16 A Hiring Coordinator Onboarding Reference Guide will be provided at the end of the session.

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18 Your Role as a Hiring Coordinator As a Hiring Coordinator, you will: Initiate Onboarding for recruited Hires through the SuccessFactors Recruitment module Kick-off the onboarding process in SuccessFactors Onboarding for all Hires (both recruited and nonrecruited hires) to welcome the Hire to UC and invite him/her to compete the New Hire Step Follow-up with the Hire to ensure he/she has completed the New Hire Step and has taken advantage of the New Hire portal

19 Onboarding Module 411

20 Critical Steps Prior to Onboarding

21 Critical Steps Prior to Onboarding SuccessFactors Recruitment Hires New Hire accepts offer, completes Phase II of application Background Check successfully completed, if applicable Hire moved through Talent Pipeline until Hired At UCFlex status Hiring Coordinator receives that Hire is entered in UCFlex Hiring Coordinator initiates Onboarding in SuccessFactors Recruitment Waiting period until 10am the next business day for the Hire(s) to be loaded into Onboarding Hiring Coordinator completes Post-Hire Verification step in SuccessFactors Onboarding, triggering the New Hire Step Non-Recruitment Event PCR or Form submitted Background Check successfully completed, if applicable Hire is entered into UCFlex Once entered in UCFlex, Hiring Coordinator receives that Hire is entered in UCFlex Non-Recruitment Event Hires

22 When can Onboarding be kicked off? OTL21

23 Slide 22 OTL21 Is this the correct ? or is it the same as the reminder one sent 7 days before start date? Owings, Tyana L, 10/6/2015

24 When can Onboarding be kicked off? According to the United States Citizenship and Immigration Services (USCIS), when can the I- 9 form be started?

25 When can Onboarding be kicked off? UC policy also does not require that you wait until a particular number of days prior to start date to begin paperwork. EXCEPTION: Student OPERS waivers may not be filled out until 30 days prior to start date. However, current practice (which will remain) is that the student does not receive the form until he/she comes in with documentation to complete the I-9 on the first day of work for pay.

26 Pre-Onboarding Communication OTL22 received for both recruited and nonrecruited hires

27 Slide 25 OTL22 This is changing. RH will provide a new one this week. (As of 10/7) Owings, Tyana L, 10/7/2015

28 Initiating Onboarding for Recruited Hires Initiate the onboarding process within SuccessFactors Recruitment for recruited hires

29 Initiating Onboarding in OTL2 SuccessFactors Recruitment (for recruited hires only)

30 Slide 27 OTL2 Ruthie is going to get a screen shot with the start date filled in on the application. Owings, Tyana L, 9/30/2015

31 Initiating Onboarding in SuccessFactors Recruitment (for recruited hires only)

32 Initiating Onboarding in SuccessFactors Recruitment (for recruited hires only) If you are initiating Onboarding for multiple Hires, you may initiate Onboarding for all of them and then access the Onboarding dashboard through the final hire s application (as in the picture on the right), or through the SuccessFactors home page.

33 Let s Review!

34 How do you know that it is time to initiate Onboarding for a Hire within SuccessFactors? Question Time!

35 Let s Review

36 Initiating Onboarding in SuccessFactors Recruitment (for recruited hires only) Place a checkmark where you would click to find your new hire to initiate onboarding.

37 Initiating Onboarding in SuccessFactors Recruitment (for recruited hires only) Place a checkmark where you would click next.

38 Initiating Onboarding in SuccessFactors Recruitment (for recruited hires only)

39 Onboarding for Recruited and Non- Recruited Hires Explain how the onboarding process is initiated for Non- Recruitment Events Identify at a high level how each of the four tiles on the onboarding dashboard are used Utilize the search work queue within the onboarding system

40 Hires from Non-Recruitment Events Will be loaded into the Onboarding module daily While Hiring Coordinators do not need to initiate onboarding within SuccessFactors Recruitment for Non-Recruitment Events, they will need to complete the onboarding process within the SuccessFactors Onboarding module

41 Accessing the Onboarding Module

42 The Post-Hire Verification Step Execute the Post Hire Verification Step

43 Beginning the Post-Hire Verification Step

44 Completing the Post-Hire Verification Step A correct address is critical to the Hire receiving the with the link to complete the New Hire paperwork.

45 Completing the Post-Hire Verification Step

46 Let s Review!

47 Accessing the Onboarding Module

48 Beginning the Post-Hire Verification Step

49 Question Time! If you change the start date, what else needs to happen?

52 Following Up with the Hire Describe what happens if a new hire fails to complete their paperwork prior to the orientation date Monitor and audit completion of new hire step by new employee within the Onboarding module

53 Following Up with the Hire

56 Following Up with the Hire Agenda for Day 1 Important people to meet with Who will be training them Training classes required

57 Transition Information

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59 Transition Plan: Out of Current By Wednesday, October 21, all hires beginning on or before Friday, October 23 must be at Hired At UCFlex status. Work with your Recruiter as needed. Continue to use the Onboarding Checklist until Thursday, October 22. The checklist will be retired after this date. Thursday, October 22 at 3:00pm is the deadline to complete onboarding using the current, as-is process for anyone starting on or before Friday, October 23. This includes all paperwork and I-9 verification Send Hire to Central HR or ISSO to complete prior to 3pm on Thursday, October 22.

60 Transition Plan: Into New For Hires from SuccessFactors: For hires with a start date of Saturday 10/24 or later -- On Friday, 10/23, Initiate Onboarding and complete the Post-Hire Verification Step. Attend Wednesday or Thursday Jam Session to practice how to complete in the test environment. At the Friday, 10/23 Jam Session you can receive assistance in the live environment. You will have access to live environment on Friday, 10/23. For Hires from Non-Recruitment Events: For hires with a start date of Saturday 10/24 or later -- New Hire: Complete the New Hire PCR by Thursday, 10/22 before 5:00pm. Rehire with a service break: Complete the Non- Recruitment Hire Form and submit to HR Data Operations for processing by Monday, 10/19.

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62 New Hire Experience

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65 Form I-9 W4 Tax Withholding Policies & Procedures OPERS or STRS Ohio Ethics Law Outline Ohio State Fraud reporting

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68 Next Steps For questions about the SuccessFactors Onboarding module, check your Reference Guide first! If the answer is not there, Remember to check the communication about the transition/cutover plan. Don t miss key deadlines! OCTOBER 26