The Three C s of Onboarding: Clarity, Consistency and Compliance

Transcription

1 The Three C s of Onboarding: Clarity, Consistency and Compliance Presented by: Rosette Cataldo Vice President Business Development KMS Software Company, LLC Julie Baldwin Director Recruiting & Placement Dollar Tree OnBoarding the World One Click at a Time

2 The Small Print This presentation is intended for general information only and not as legal advice. You should not rely on the information for any legal purpose, and contact your attorney to determine applicability to your situation. Snagajob, KMS Software & Dollar Tree disclaims all liability in respect to actions taken or not taken based on any contents of this presentation.

3 Agenda OnBoarding: getting on same page Why focus on the three C s? Is one C more important than another? What s new in the world of OnBoarding? The Dollar Tree Journey: How we tackled the three C s & survived

4 Who is KMS?

5 KMS Software Company Founded: 1994 Created industry s first electronic OnBoarding solution: 1998 Industry s only 100% OnBoarding provider Expertise: Business Process Re-engineering, Workflow, Document Management, On-Line Forms and Electronic signature Employer Agent of The Dept of Homeland Security Hybrid (Direct & Channel) driven sales model Servicing over 70,000 customer locations

6 Onboarding: Getting on same page The official definition Definition The strategic process designed to attract and engage new employees, reaffirm their employment decision, acclimate them into the organization s culture, and prepare them to contribute to a desired level as quickly as possible. Source: Aberdeen Group, January 2009

7 Onboarding: The Unofficial Definition Getting the new hire s paper work filled out as quickly as possible so the employee can get trained, on the floor and behind the counter servicing our customers as fast as possible. Source: Chicago Pizzeria Operator

8 KMS spin on The Unofficial Definition Getting the new hire s paper work filled out correctly and as quickly as possible so the employee can get trained, on the floor and behind the counter servicing our customers as fast as possible while keeping me out of jail and my company s name off the front page of the newspaper.

9 Reality Check. Most onboarding processes are: Incomplete Not documented Inconsistent across the organization Out-dated Convoluted Expensive Paper, process & people intensive Question: Is yours?

10 Which means. Not everybody treated consistently Riddled with waste time money Margin of error Risk Taxing to the organization

11 Let s dissect the 3-C s

12 A word on Consistency Consistency is the #1 thing lacking in the majority of OnBoarding processes. Different rules, forms, messages lead to: Increased work Liability/fines Confusion

13 How to create OnBoarding Consistency? Understand what is driving the inconsistency Remove options/choices when ever possible Create well thought out workflows Standardize Simplify Eliminate redundancy Have ramifications for those that deviate

14 Now, lets talk Clarity. Is there a purpose to each step in your process? Do stakeholders: know their role? understand why what they do is important? Embrace what is expected of them? Is each step communicated clearly? Contingencies if the process deviates?

15 How to create OnBoarding Clarity? Dissect & deconstruct current process Not blow it up..per say Question each step Involve all department Evaluate new options Embrace technology Implement changes that have a purpose

16 What is this thing called compliance? Compliance is taking on new definitions within the world of onboarding Old definition = what the federal government requires always tied to the Form I-9 little grey area some got-cha s, not many information was easy to obtain & clear

17 What is this thing called compliance? New definition = What the state(s) require What the local government requires What the industry requires What the organization requires What the organization s clients or customers require What the employee requires Complexity - Changes - Challenges

18 New areas of compliance Form I-9 & E-Verify Employee Self Check RIDE program Records, Info from DMV for E-verify NY Wage Theft Prevention The Fair Labor Standards Act (FLSA) - Tip Wage PA Residency Certification Form

19 Last thought.. Is one C more important than another? Let s decide after Dollar Tree takes us on their journey.

20 Dollar Tree Scale of the challenges Rapid growth locations 60,000+ hires annually Decentralized HR practices managed by store manager Quality of data Incomplete HR records WOTC not maximized

21 Dollar Tree Old tools, bad habits lead to limited: Consistency Clarity Compliance Problem identified.now what? Let the Journey begin

22 The Dollar Tree Journey Identified a problem Understood breadth of problem Found a solution Obtained buy-in Implement Mistakes made, successes Adoption & Change

23 The Dollar Tree Journey Lessons learned Today Reality: Managing changes Reaping the rewards Real dollars Time (1.5 hours -> 15 minutes) Audit relief/ice comfort

24 So, you tell us.. Is one C more important than another?

25 THANK YOU! Julie Baldwin Rosette Cataldo