Welcome to the HR Network Forum

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1 Welcome to the HR Network Forum 1

2 Optimising The New Starter Experience Sallyann Shearer Team Leader, Talent and Organisational Development 2

3 BACKGROUND Over the last 18 months, People and Culture have been exploring and developing ways to improve and grow the new starter experience at ACC. 3

4 WHAT IS ONBOARDING? Onboarding is the strategic process of bringing a new employee into the organisation and providing them with the right information at the right time to accelerate both their effectiveness in the role and integration into the workplace. 4

5 NEW STARTER VALUE 5

6 EMPLOYEES HAVE 90 DAYS Research and conventional wisdom both suggest that employees get about 90 days to prove themselves in a new job. The faster new hires feel welcome and prepared for their jobs, the faster they will be able to successfully contribute to the firm s mission. Talya N. Bauer (2010) 6

7 EMPLOYERS ONLY HAVE 10 DAYS According to Aberdeen Group Research Co., employees usually decide if they want to stay with an organisation within the first 10 days on the job. Creating and implementing a strategic process for onboarding new employees one that reduces new hire stress and makes these first days the best they can possibly be is crucial to retaining your talent. 7

8 COLD HARD FACTS FACT: After analysing the last three years of ACC exit interview data, the most common exit profile consists of employees who have been at ACC between 0-2 years. FACT: The cost to the business of not engaging and retaining new employees can be significant. Depending on which study you read, these costs range from % of an individual s annual salary. 8

9 FROM THE VERY FIRST TIME WE MET Onboarding begins from the very first contact that a prospective employee has with ACC. Every contact point is an opportunity for ACC to positively reinforce key messages and to showcase ACC as a great place to work. 9

10 FROM THE VERY FIRST TIME WE MET The Usual Suspects Job advert E-recruitment system Contact person Interview process Pre-employment information about expectations/culture/organisation/ key stakeholders/kpi s Pre-employment opportunities to meet key stakeholders/team members The UNusual Suspects First day readiness for employee workstation set-up, network access, contact to meet and greet First week plan, first 100 day plan 10

11 FROM THE VERY FIRST TIME WE MET Pre-employment information + integration opportunities 11

12 THE ACC EXPERIENCE 12

13 THE ACC EXPERIENCE EVP messaging and tailored recruitment Onboarding & E-recruitment system Preemployment info packs Setting Goals and Expectations through probation Senior Managers meet with CEO Leaders Induction Stay Interviews Preemployment meetings Morning tea Senior Managers External Onboarding Program 13

14 Taleo e-recruitment & Onboarding Beth Howard Senior Consultant HR Systems & Analytics (aka Resident Geek!!) 14

15 Background At ACC we have taken a gradual approach towards HR technology. We are now aiming for a Digital by Default approach to our business not only HR Technology. The focus has been on employee and leader experience, as well as achieving increased efficiencies. 15

16 Background In late 2013, we starting examining our process and how efficient we were. We discovered that we were generating over 800 letters and Offers of Employment. All of these were done manually. This was costing our People & Culture team nearly 700 man hours a year and nearly $20k So how could we improve this? We reviewed our processes We increased Leadership accountability but we still felt there was more we could do, but what??? We started to look at technology solutions to automate the generation of letter and employment offers. 16

17 So why E-Recruitment & Onboarding? Improved candidate experience candidates could create a personalised recruitment journey with ACC. Improved Efficiency - 100% online experience for both candidates and hiring managers. New employees have increased readiness on their first day less time to productivity. Cultural Impact Provides a foundation to continue reinforcing the EVP; new employees have a sense of belonging to ACC even before they start. 17

18 Guiding Principles of Product Selection Cloud Based Electronic Onboarding Online Vacancy Requisition E-Recruitment & Onboarding System Online Approvals Integrates with Other Council Systems Electronic Offers of Employment 18

19 Taleo The Chosen Solution Oracle Taleo Integrated Talent Acquisition Solution Vacancy Requisition Candidate Acquisition Applicant Tracking Offer Management Onboarding Employment Changes Approval Workflows Job Board/Social Media Posting Candidate Search Candidate Relationship Management Referral Management Candidate Self- Service Candidate Screening/ Assessment Candidate Scoring Applicant Workflow Candidate Communication Management Interview Management Reference & Background Checking Electronically signed offers of employment Notifications to internal stakeholders Personalised portal that builds on the EVP Share the cultural aspirations of the Corporation Compliance requirements met through online forms Letter Requisition for Managers with Approval Workflows Letter generation through the system Phase 1- Deployed in March 2015 Phase 2 19

20 Key Features The use of digital signatures for candidates accepting Offers of Employment Ensures compliance - new employees acknowledge the Employee Code of Conduct and ICT Operating Guidelines though the use of digital signatures Use of multimedia messaging for new employees including a welcome video from our CEO The ability to provide a customised ACC portal Ability for candidates to complete employment related forms throught their personal password protected portal 20

21 Demo 21

22 The Build - Learnings Make sure you have a tried and tested process before you commence this makes change management easier! Don t make assumptions about your users Be prepared for your solution to be iterative there will always be feedback and improvements to be made. Don t overload the onboarding tasks you don t want to scare new employees off! 22

23 INDUCTION Adelaide City Council s Journey Angela King Organisational Development Officer 23

24 3 hour face to face orientation by P&C Local induction Corporate Induction (run quarterly) by P&C 24

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32 Experiencing the Senior Manager Onboarding Program Aaron Brumby General Manager, Adelaide Central Markets Authority 32

33 Lunch Break & Networking 33

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