Employee Onboarding. Creating a Smooth, Effective Entrance Into Your Organization With Insights From Time Warner. A Towers Perrin Network Presentation

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1 Employee Onboarding Creating a Smooth, Effective Entrance Into Your Organization With Insights From Time Warner A Towers Perrin Network Presentation July 12, Towers Perrin

2 The onboarding solution: Key component of talent management HR executives identify talent management as a very to somewhat critical issue for their organizations 2006 Talent Management: The State of the Art The United States was the most targeted country for acquisitions in 2006, representing approximately 40% of global M&A activity The Importance of Leadership and Culture to M&A Success, January 2007 According to our 2006 HR Service Delivery Practices Survey, 36% of 324 participants plan to implement an onboarding strategy in the next two years 2007 Towers Perrin 2

3 Kim Billeter, Towers Perrin Kim Billeter is a Towers Perrin principal based in the firm s Atlanta office. She has deep expertise in human resource effectiveness, technology and transformation Kim helps clients across industries to design effective HR service delivery strategies and implement the resulting processes and technologies that best meet organizational goals. She has particular expertise in broad-scale management of ERP and other technology implementations 2007 Towers Perrin 3

4 Mark Rhine, Time Warner Cable Mark Rhine is Vice President, HRIS at Time Warner Cable (TWC). He has broad experience in technology, staffing, compensation and benefits, and HR delivery systems At TWC, Mark recently led his team through a large-scale PeopleSoft upgrade that provided new employee and manager selfservice tools enabling his HR colleagues to spend more time offering strategic support to their customers Mark has directed many other technology implementations to include compensation tools and automated onboarding systems 2007 Towers Perrin 4

5 Today s Discussion How Onboarding Works Onboarding Website Demo Time Warner Cable Case Study Benefits of Onboarding Questions and Answers 2007 Towers Perrin 5

6 Transforming the New Hire Experience The Past: Tactical Approach Orientation focused on collecting paperwork and reviewing benefit plans A new hire s first day was spent in a conference room with HR What new hires heard during orientation varied from one location to the next The first week was spent filling out and submitting forms Managers did not expect new hires to do much in their first week The Future: Strategic Approach New Hires Complete all their paperwork online before their first day Know what to expect from the company and the culture Can hit the ground running Managers Play the lead role in orienting new hires to the work HR Frees up a day a week to focus on other talent initiatives Ensures a consistent new hire experience across organization 2007 Towers Perrin 6

7 How onboarding works Before the first day First day First week First month After six months After one year Onboarding includes all the activities and processes associated with Completing new-hire paperwork Performing background checks Enrolling in benefits Procuring equipment Providing access to secure facilities Scheduling training and new-hire orientation Receiving job-related materials and training Helping new hires feel ready for their first day 2007 Towers Perrin 7

8 How onboarding works: More than Day One orientation Prior to Day One: Build Excitement Day One: Make a First Impression Week One: Ensure Warm Welcome First 90 Days: Focus on Productivity First 24 Months: Maintain Excitement Initial welcome Administrative activities Greetings First meeting with supervisor Department orientation activities Tools-andtasks training by new-hire sponsor Buddy process begins One-day New Employee Orientation Other educational sessions Career planning with supervisor Ongoing education Working relationship with buddy Performance management with supervisor Measurement and full-circle feedback 2007 Towers Perrin 8

9 Time Warner Cable: Phase I The Client Employs 46,000 employees with 33 major divisions in the US Growth through acquisition Approximately new hires annually The Challenge Acquisition story Adelphia & Comcast Successfully onboard 12,000 employees in four weeks, including background/drug test 2007 Towers Perrin 9

10 Time Warner Cable: Phase I The Results Onboarding website functionality included: Pre-population with personal data received from acquired companies Integration with PeopleSoft and other vendor applications Ability to view benefit information and FAQs and submit e-forms, including W-4, State Tax Forms, I-9, Benefits Enrollment, etc. Background check and drug screening authorization Confirmation statements Administrator tools for overriding employee information, call tracking, password resets, account maintenance and status reports Case management tool for the temporary service center Communication & training support surrounding the rollout of the site Of the 12,000 employees only 54 employees were managed via a paper process, saving the client significant hard dollars through: Automating the paper process Eliminating data entry into their HRMS (PeopleSoft System) Saving HR/Recruiting/ER time spent on follow-up on incomplete/inconsistent data on hardcopy forms 2007 Towers Perrin 10

11 Time Warner Cable Onboarding Website Demo 2007 Towers Perrin

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34 Adelphia/Comcast feedback We have been hearing about this technology, and what we ve seen today exceeds our expectations for the system. Its great! Sunday Sotomayor, Vice President Employee Services, Adelphia Human Resources Great information, I am really looking forward to rolling this out. I think it will do a lot to continue the momentum from an employee excitement perspective. Kim Congdon, Comcast Human Resources LA Thanks, and the presentation was great! The system seems very user-friendly. I don t think our employees will have any problems. It is very similar to our existing OE system (just a lot more information). Erin Gesick, Director Adelphia Human Resources, Corporate Benefits 2007 Towers Perrin 34

35 Time Warner Cable Phase II The new onboarding system will bring a revolutionary change in the way we hire employees Onboarding Tool I-9s will be maintained in OBS to ensure recordkeeping compliance candidate information form replaces employment application all new hires will receive electronic employment application candidates will initiate and authorize background and drug testing with OBS all policies and procedures will be signed and acknowledged by new hires in OBS 2007 Towers Perrin 35

36 Time Warner Cable Phase II (cont.) PeopleSoft/Brassring hire functionality will be turned off in PeopleSoft HR will no longer key new hires into PeopleSoft PeopleSoft foundation tables will be integrated with BrassRing via daily XML feeds added prescreening qualifying questionnaire to BrassRing candidate gateway Compliance elimination of requisition folder elimination of employment application use of SAFE program to verify Social Security number and authorization to work one background investigation and drug-testing vendor with integration to the site OBS becomes data repository for I-9 and new-hire application 2007 Towers Perrin 36

37 The Onboarding Process Applicant data request for offer prescreening All new-hire paperwork Background and drugcheck authorization (I-9 verifications) SAVE program Social Security number and employment authorization Background checks Drug testing 2007 Towers Perrin 37

38 Benefits of onboarding Creating a positive experience for new hires will influence their perception of the organization for the longer term Enables employees to hit the ground running Day One Enhances the recruiting process Automation/integration to a company s HRIS Enriches the overall orientation experience Improves workflow and communication Creates tremendous leverage and efficiencies Elevates HR s role to a more strategic level 2007 Towers Perrin 38

39 Building the business case: Direct/indirect costs for organizations HR/payroll/regulatory forms Company agreements and policies Employee handbook Benefit election forms/ confirmation statements Benefit highlights/spds Shipping of new-hire kits Employee s time reading and completing forms HR/payroll/temp time to receive, data enter, audit, rework and file forms HR/payroll/manager time to answer questions Orientation sessions Employee productivity increases 2007 Towers Perrin 39

40 Q&A Kim Billeter, Principal, Towers Perrin Mark Rhine, Vice President, HRIS Time Warner Cable 2007 Towers Perrin 40

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