HR Office s Handbk Onbarding
HR OFFICE S ONBOARDING HANDBOOK Table f Cntents Tpic Page What is Onbarding? 2 Why is Onbarding imprtant? 2 Wh ges thrugh Onbarding prcess? 2 Wh ges thrugh the Online Orientatin? 3 What is included in Onbarding? 3 What des the Onbarding prcess lk like? 4 Cmpleting the Hiring Prcess Befre Day 1 During the First Week Beynd Week 1: Cntinuing a Career with the Cmmnwealth Alternate Orientatin Prcesses 8 Tier 2 Tier 3 Variatins t Tier 2 and Tier 3 Tier 4 Clsing 10 Appendices: A. Enterprise Onbarding Rles & Respnsibilities 11 B. Fill a Vacant Psitin E-PAR Wrksheet 13 C. Supervisr s Onbarding Checklist 17 D. Agency HR Office Orientatin Tips 23 E. Online Orientatin Ntificatins 24 F. Training Plan Tips 33 G. Onbarding Glssary 34 H. Frequently Asked Questins 36 I. Quick Guide fr New Emplyees 40 1
Welcme! The was develped as a tl t guide yur human resurces (HR) ffice thrugh the cmmnwealth s nbarding prcess. This handbk prvides details n yur HR ffice s rle in nbarding frm the jb ffer thrugh the end f the emplyee s first year f his r her cmmnwealth career, as well as expected nbarding activities fr supervisrs and emplyees. Please nte that this handbk is designed t prvide guidance and tls frm a statewide perspective. We hpe that yu will custmize its cntents s that it meets the unique needs f yur agency. We hpe that yu find the a benefit t yu and yur HR staff! What is Onbarding? Accrding t cnsultants Bz, Allen and Hamiltn, nbarding is the prcess f integrating new emplyees int an rganizatin and equipping them t becme successful and prductive. Onbarding helps emplyees get n-bard with the culture f the wrkplace and the expectatins f their new jb. The cmmnwealth s nbarding prcess cnsists f bth nline and face-t-face rientatins depending n the cnditins under which the emplyee accepts the jb. Fr example, new hires are expected t participate in an nline rientatin t cmplete the hiring prcess, while transfers frm anther state agency may participate in nly in-persn rientatins facilitated by the HR ffice and the supervisrs. Why is Onbarding imprtant? Starting a new jb is exciting and can be stressful! A well-designed nbarding prcess can help an incming emplyee feel welcme and mre cmfrtable when beginning new duties. In additin, by streamlining the prcess fr in-prcessing, i.e. cmpleting new hire paperwrk, badging, accessing IT systems, etc. the emplyee can be well n the way t becming prductive and successful. Lastly, nbarding can cmmunicate yur agency s missin and values and help the emplyee identify with the rganizatin. This is extremely imprtant in acclimating the emplyee t the culture f yur rganizatin and giving him/her ideas f hw s/he can cntribute t its gals. Wh ges thrugh the Onbarding prcess? Every new emplyee! The best practice is that every emplyee wh is new t yur rganizatin participates in an nbarding prcess. 2
Wh ges thrugh the Online Orientatin? While every new emplyee will be nbarded, nly certain grups f emplyees will g thrugh the nline rientatin. These grups include: New hires (Actin Type ZA) emplyees wh have never wrked fr a cmmnwealth agency under the Gvernr s jurisdictin. Re-hires (Actin Type ZB) emplyees wh have wrked fr the cmmnwealth, were separated, and have returned t service. Returns frm furlugh (ZC) emplyees wh were furlughed frm their salaried Cmmnwealth psitin and are returned t service thrugh recall r reemplyment prcesses. Annuitants (ZB) emplyees wh retired frm Cmmnwealth service and are returned t wrk fr nt mre than 95 days in a calendar year. Please nte that annuitants will nly g thrugh certain turs within the pre-hire/nline nbarding prcess. Dual Hires (ZS) emplyees wh are emplyed by mre than ne agency in tw r mre psitins. The fllwing grups will nt be included in the nline rientatin, but yu may ask them t btain r update certain emplyment-related paperwrk: Transfers frm ther agencies under the Gvernr s jurisdictin Emplyees n lng-term leave Emplyee Grups C = PA Cnservatin Crps G = PA Natinal Guard R = Health Registrars X = External Persns (patient resident wrkers and nn-cmmnwealth emplyees) Emplyee Sub Grups E9 = External (fficials/bard members) U9 = Vlunteers Lastly, the Office f Attrney General, the Pennsylvania Liqur Cntrl Bard, the Pennsylvania Utility Cmmissin and the Pennsylvania Gaming Cntrl Bard are excluded frm the nline cmpnent f the cmmnwealth s nbarding prcess. What is included in Onbarding? Onbarding begins with the acceptance f a jb ffer. There are activities fr the HR ffice, like submitting the E-PAR and cnducting an agency rientatin. There are tw nline turs ( Cmpleting the Hiring Prcess and Yur Jb with the Cmmnwealth ) fr the prspective hire t take. And, there s a t-d list fr supervisrs t guide them thrugh the emplyee s first year. Mre infrmatin will fllw n these activities and tls under What des the Onbarding prcess lk like? 3
What des the Onbarding prcess lk like? The cmmnwealth s nbarding prcess begins when the prspective hire has accepted the jb ffer and cntinues t the end f the emplyee s first year f emplyment. We anticipate that mst prspective hires will fllw the standard prcess, which we refer t as Tier 1. Depending n access t technlgy, variatins f the standard prcess exist. These will be described in mre detail later. Be prepared t prvide directin t supervisrs n the alternatives that wrk best fr yur agency. Let s fcus n Tier 1 in detail Cmpleting the Hiring Prcess: Yu have garnered all apprpriate apprvals t hire the selected candidate. Either yu as the HR representative r the supervisr has extended an ffer f emplyment t the emplyee. Gd news! The candidate has accepted! If it is yur agency s practice that the HR ffice, rather than the supervisr, makes the jb ffer, please advise the prspective hire that he r she will participate in an nline rientatin t cmplete the hiring prcess. Here is a suggested script: We are delighted that yu will be jining the cmmnwealth and ur rganizatin. Our gal is t help yu transitin smthly int yur new jb. Yu will receive an invitatin t yur hme email t cmplete the hiring prcess thrugh ur nline rientatin website. These critical emplyment frms include the set up f a direct depsit accunt fr yur biweekly pay and yur emplyment eligibility. The Cmmnwealth f Pennsylvania participates in the Federal Emplyment Verificatin Prgram (E-Verify). Yur emplyment will be cntingent upn cnfirmatin f yur emplyment eligibility thrugh the E-Verify Prgram. If yu d nt cmplete these frms n time, yur pay may be delayed. If yu have questins during the nline rientatin, yu may call the HR Service Center; cntact infrmatin will be available thrughut the rientatin. If yu have questins specifically abut yur jb, please feel free t cntact me r yur supervisr. Als, be sure t cnfirm the emplyee s persnal infrmatin, using the Fill a Vacant Psitin E-PAR Wrksheet (see Appendix B) fr reference. Fllw up with the emplyee by sending the Quick Guide fr New Emplyees that can be fund in ESS > Frms > New Emplyee Frms. A sample f this guide is included as Appendix I. Taking int accunt yur agency s internal apprval prcess, the Fill a Vacant Psitin E-PAR shuld be received by the HR Service Center at least 14 days in advance f the emplyee s start date. Why 14 days? This time allws: The HR Service Center t establish the initial emplyee recrd in SAP The prspective hire t participate in the nline rientatin and becme familiar with cmmnwealth emplyment The supervisr t prepare the wrkspace and equipment and ntify the incming emplyee s clleagues abut his r her arrival The IT ffice and building security t crdinate apprpriate netwrk and facility access 4
See Appendix B fr additinal infrmatin n the Fill a Vacant Psitin E-PAR prcess. The appintment letter will be generated by the HR Service Center and attached t the cmpleted E-PAR. The HR ffice shuld send the letter t the incming emplyee and include a cpy in the Official Persnnel Flder (OPF). Befre Day 1: What is the prspective hire ding? After the HR Service Center has established the initial emplyee recrd in SAP (r updated the histry f a returning emplyee), the prspective hire is sent an invitatin t his r her persnal email accunt t participate in an nline rientatin. Once the prspective hire lgs int the nline rientatin site, he r she will take tw nline turs: Tur 1 Cmpleting the Hiring Prcess: includes psitin details, required emplyment frms, such as emergency cntact infrmatin, W-4, prir service, medical plan enrllment, and standard plicies t be acknwledged Tur 2 Yur Jb with the Cmmnwealth: includes infrmatin n time ff, cmpensatin, pay statements, emplyee self service and human resurces supprt as well as details abut the myriad f available emplyee benefits and training/develpment pprtunities While participating in the turs, if the prspective hire has a questin abut benefits r ther emplyment-related infrmatin, he r she is encuraged t cntact the HR Service Center by calling 866.377.2672 r using the Ask a Questin feature in the nline rientatin. What is the supervisr ding? Simultaneus with the invitatin sent t the prspective hire, an email ntificatin is sent t the supervisr reminding him r her t nbard the incming emplyee. A link t the Supervisr s Onbarding Checklist is included with this ntice. Please als see Appendix C fr mre infrmatin. What are yu, the HR ffice, ding? The HR Service Center is the prspective hire s pint f cntact fr mst questins that may arise during the nline rientatin. Of curse, the HR ffice still has an imprtant rle t play in the nbarding prcess! The HR ffice is cpied n the supervisr s nbarding ntificatin discussed abve. This is yur trigger t prepare fr the agency s rientatin prgram and t assist the supervisr with nbarding activities, if necessary. The HR ffice remains respnsible fr updating leave and senirity infrmatin in SAP. Within Tur 1 n the Prir Service page, the prspective hire will be asked abut pssible prir cmmnwealth service, military service and past cntributins t the State Emplyees Retirement System (SERS). Respnses will be frwarded via email t the HR ffice t adjust leave qutas and senirity, if necessary. Depending n yur agency s internal prcess, the HR ffice may als be designated t verify the incming emplyee s emplyment eligibility. The individual designated as the I-9 verifier in the E-PAR will receive a ntice when the prspective hire has cmpleted 5
the emplyment verificatin tur stp. Ensure that yu fllw cmmnwealth plicy and yur agency s standard prcedures fr reviewing riginal dcuments necessary fr the I-9 frm. While the emplyee will acknwledge the cmmnwealth s supplementary emplyment plicy during Tur 1, the HR ffice crdinates the review and apprval f requests fr supplementary emplyment. Fllw yur agency s internal prcess fr btaining supplemental emplyment requests and wrking with yur legal ffice t review. These are just a few items that all HR ffices have t address prir t the emplyee s start date. Yu may have ther agency-specific requirements that must be addressed befre the emplyee begins. What are thers ding? Alng with the prspective hire s invitatin t take the nline rientatin and the supervisr s reminder t nbard the incming emplyee, a ntice is sent t resurce accunts set up fr the IT ffice and the ffices respnsible fr badging and space allcatin. Fllwing agency business prcesses fr IT access, building access, and emplyee identificatin, these rganizatins shuld prepare fr the incming emplyee s arrival. During the First Week: What is the supervisr ding? This is a busy time fr a supervisr! During the first week, the supervisr plays a pivtal rle. The supervisr shuld be encuraging the emplyee t finish the nline rientatin if it remains incmplete. Tur 1 is due within the first three days f emplyment. If the emplyee des nt cmplete Tur 1 by the secnd day f emplyment, the supervisr will receive a ntice via email. Tur 2 is due within the first tw weeks f emplyment. If Tur 2 remains unfinished after this deadline, the supervisr will receive a ntice via email. The supervisr shuld als be initialing (alng with the emplyee) the cmpleted items n the Supervisr s Onbarding Checklist. Imprtant items include ensuring the emplyee has all apprpriate access and equipment, updating the psitin descriptin and sharing written wrk expectatins/perfrmance standards. What is the new emplyee ding? This is an exciting time fr the emplyee! The emplyee shuld have cmpleted at least the required emplyment frms thrugh the nline rientatin by nw. If nt, he r she shuld cmplete Tur 1 by the third day n the jb, and Tur 2 within 14 days. With the supervisr s guidance, the emplyee shuld be participating in the supervisry rientatin. By the end f the first week f emplyment, the emplyee shuld als have acknwledged the psitin descriptin, received written perfrmance expectatins, and have been issued all necessary equipment. If yu have agency-specific plicies that must be acknwledged by the emplyee, he r she shuld be reviewing them at this time, either with the HR ffice r the supervisr. What is the HR ffice ding? Yur agency may have a frmal r infrmal rientatin crdinated by the HR ffice. Frmal rientatin might include scheduling a multi-day 6
sessin with presentatins frm key staff members. Or, yur rientatin might be mre casual and invlve the emplyee simply meeting with an HR representative t cver agencyspecific plicies. Best practice new emplyee rientatin prgrams include nt nly an acknwledgement f plicies and wrkplace rules, but als an verview f yur rganizatin, a discussin f its missin and philsphy, and presentatins by key staff members representing the diverse functins f yur agency. A meet and greet sessin with executive staff is encuraged fr a meaningful start t a career with yur agency. See Appendix D fr tips fr a successful new emplyee rientatin prgram. Beynd Week 1: Cntinuing a Career with the Cmmnwealth What s the supervisr ding? The supervisr shuld cntinue building a psitive relatinship with the emplyee and ensuring his r her success with the cmmnwealth. The emplyee may have been hired int a prbatinary status. If the emplyee is in a prbatinary status, the supervisr shuld be mnitring the emplyee s perfrmance in preparatin fr the end f prbatinary Emplyee Perfrmance Review (EPR). Perfrmance expectatins, caching, feedback and training, including n-the-jb training, are critical fr the success f the emplyee and the unit. The supervisr may find the tips n develping a training plan fund in Appendix F t be helpful. After the emplyee has been nbard fr 30 days, supervisrs will receive an email inviting him r her t participate in an nline survey. The infrmatin gathered frm this quick survey will help prvide feedback regarding the nbarding prcess t bth the HR ffice and HR Service Center. A similar, briefer survey will be sent after the emplyee has been nbard abut six mnths. Again, the feedback will be used t imprve the nbarding prcess. Fllwing the cmmnwealth s perfrmance management mdel, the supervisr shuld cntinue t mnitr the emplyee s perfrmance thrughut the first year f emplyment. Depending n yur agency s rating cycle, an annual EPR may be due at this time. What s the emplyee ding? We hpe the emplyee is develping prfessinally and cntributing t the missin f the rganizatin! After being nbard fr 30 days and again at 180 days, the emplyee will receive an email inviting him r her t participate in nline surveys similar t that sent t the supervisr. The infrmatin gathered frm these quick surveys will help prvide feedback regarding the nbarding prcess t the HR ffice and HR Service Center. What s the HR ffice ding? Depending n yur agency s business prcesses, yu may cntinue t prvide key assistance t supervisrs and managers thrugh the emplyee s first week and beynd. As an HR ffice representative, yu may be assigned t: Crdinate the new emplyee rientatin prgram Ensure the PD is updated by the supervisr Ensure the emplyee has perfrmance expectatins Ensure the emplyee has a training recrd Build the Official Persnnel Flder (OPF) 7
Yu will have access t the results f the 30- and 180-day nbarding survey results. Check em ut! Perhaps a supervisr needs sme additinal supprt, r an emplyee had an unexpected experience that needs t be addressed. Alng with the results f the cmmnwealth mbility surveys, we hpe that yu will find the infrmatin useful. Fr the lng-term, yu shuld als cnsider adding an nbarding cmpnent t yur standard supervisry develpment training. The Supervisr s Onbarding Handbk is a great resurce t help yu! Alternate Orientatin Prcesses: Tiers 2, 3 and 4 We ve just walked thrugh the standard, r Tier 1, nbarding prcess, which is summarized in the table belw. Tier Variables Prspective Hire/New Emplyee: 1 Persnal email accunt Prcessed transactin in SAP Access t a cmputer with internet access Receives nline rientatin invitatin in persnal email accunt Clicks n link in persnal email Enters temprary passwrd* and creates a new passwrd Participates in nline rientatin prir t Day 1 Hwever, there may be situatins impacted by access t a cmputer, time cnstraints, r ther factrs that make fllwing Tier 1 difficult. Fr thse situatins, the fllwing alternate nline rientatin prcesses are available. Tier 2 Tier 2 allws fr the supervisr t facilitate the nline rientatin at the new emplyee s wrkstatin. Tier Variables Prspective Hire/New Emplyee: 2 Facilitated by supervisr Prcessed transactin in SAP CWOPA credentials Access t a cmputer at the emplyee s wrkstatin Accesses CWOPA netwrk frm ffice wrkstatin Opens www.myhrnline.state.pa.us and selects Online Orientatin n hme page Uses emplyee number as User ID Enters temprary passwrd* Enters rganizatin cde cfpa Creates new passwrd Participates in nline rientatin at the wrkstatin t cmplete by due dates * Temprary passwrd is last fur digits f the individual s Scial Security Number fllwed immediately by the last tw digits f his/her birth year, e.g. 954078. 8
Tier 3 Tier 3 may be best fr agencies in which the HR ffice r a designate has a strnger rle in facilitating the new emplyee s rientatin, r when the emplyee des nt have an assigned wrk statin. There is an expectatin with Tier 3 that a kisk is made available in a cmfrtable setting fr the emplyee t participate in the nline rientatin. Tier Variables Prspective Hire/New Emplyee: 3 Facilitated by HR r designate Prcessed transactin in SAP Access t a cmputer at the HR ffice r ther designated lcatin Designated HR representative accesses CWOPA netwrk using a guest lgin Emplyee pens www.myhrnline.state.pa.us and selects Online Orientatin n hme page Uses emplyee number as User ID Enters temprary passwrd* Enters rganizatin cde cfpa Creates new passwrd Participates in nline rientatin at a wrkstatin in the HR ffice r ther designated lcatin, i.e. a training rm Variatins t Tier 2 and Tier 3 There can be sme variatins t Tiers 2 and 3. Despite the scenari, yur new emplyee will be able t access the nline rientatin in multiple ways. Invitatin emails with a direct link t the nline rientatin will be sent t the emplyee s hme and wrk email addresses. Onbarding emplyees wh have access t emplyee self service can visit www.mywrkplace.state.pa.us and will be directed t the nline rientatin after lgin. Prspective hires can pen the public website (www.myhrnline.state.pa.us) t lg int the nline rientatin with their unique emplyee ID number. Tier 4 Lastly, the final alternate prcess, Tier 4, allws fr the emplyee t cmplete the rientatin ff-line. The alternate delivery print packet is available t HR users thrugh Emplyee Self Service by selecting the HR tab after lgin. Tier Variables Prspective Hire/New Emplyee: 4 Access t a cmputer with internet access fr PDF viewing with plicy links -OR- Ability t wrk frm a printed alternate delivery packet Receives in-persn rientatin with the supervisr, HR representative, r designate Cmpletes hard cpy frms Returns cmpleted dcuments t agency HR ffice 9
Clsing Great jb, HR ffice! We hpe that yur new emplyee has successfully nbarded with yur agency. We als hpe that yu have fund this handbk useful in assisting supervisrs and managing yur wn business prcesses. If yu have questins abut nbarding r suggestins fr imprving the cmmnwealth s nbarding prcesses, please cntact the HR Service Center at 866.377.2672. Questins? HR Service Center Phne: 866.377.2672 PA Relay: 711 Fax: 717.425.7190 7:00 am - 5:00 pm Mnday - Friday Interpreters are available by request. Need mre inf? www.mywrkplace.state.pa.us N ESS access? www.myhrnline.state.pa.us Mail t: HR Service Center P.O. Bx 824 Harrisburg PA 17108-0824 10
Appendix A: Enterprise Onbarding Rles & Respnsibilities Supervisr Selects candidate and makes an ffer f emplyment When prspective hire accepts the ffer: Ntifies the emplyee abut the cmmnwealth s participatin in the federal E-Verify system Obtains a persnal email address, carefully cnfirming the spelling f the full email address Prvides instructins abut the nline rientatin; sends Quick Guide fr New Emplyees Utilizes Fill a Vacant Psitin E-PAR Wrksheet t cllect emplyee data, including name as it appears n Scial Security card and persnal email address Initiates Fill a Vacant Psitin E-PAR ruting and apprval within agency (if applicable) Receives email ntificatin that the nbarding prcess has begun fr the prspective hire Wrks with agency IT, space management and badge/security ffice t prepare fr emplyee s Day 1 Cmpletes applicable items n the Supervisr s Onbarding Checklist prir t the start date and crdinates Day 1 Ensures emplyee is prvided a wrkstatin/instructins and time t cmplete the nline rientatin (if additinal time is needed by the emplyee), r crdinates with the agency HR ffice t prvide these accmmdatins If emplyee is unable t cmplete the nline rientatin due t technlgy, accessibility r language barriers, requests a print packet frm agency HR ffice If emplyee is nn-cmpliant with nline rientatin deadlines, reminds emplyee f requirements upn receipt f reminder email ntificatins: Tur 1 is required by Day 3 Tur 2 is required by Day 14 Cnducts supervisry rientatin within the first week using the Supervisr s Onbarding Checklist Frwards cmpleted checklist t agency HR ffice fr inclusin in the Official Persnnel Flder Cmpletes Supervisr Orientatin Survey upn receipt f 30-day email ntificatin Cmpletes Supervisr Onbarding Survey upn receipt f 6-mnth email ntificatin Agency HR Office Submits Fill a Vacant Psitin E-PAR t the HR Service Center 14 days prir t the start date Receives cpies f the supervisr s email ntificatins; n actin needed If supervisr s psitin is vacant: Wrks with agency infrmatin technlgy, space management and badge/security ffices t prepare fr emplyee s Day 1 Reminds emplyee f nline rientatin requirements and deadlines Ensures that the supervisr s respnsibilities are cvered Prvides assistance t the supervisr t ensure the emplyee has access t a wrkstatin/instructins and the time t cmplete the nline rientatin (if additinal time is needed by the emplyee) Receives email ntificatin with prir service frm data Prcesses adjustments t leave service credits and/r senirity credit (if applicable) Accesses central electrnic Official Persnnel File recrds t view nbarding recrds Wrkers Cmpensatin Acknwledgement and Plicy Acknwledgement Summary 11
Cnducts agency rientatin accrding t agency practice Reviews and addresses results f 30-day and 180-day emplyee and supervisr surveys HR Service Center, Agency Services & Operatins Divisin Cmpletes new hire transactin within three days and clses the E-PAR Returns appintment letter and enclsure (Benefits Highlights & Cntact Inf) t agency HR Receives and prcesses I-9 verificatin Reviews emplyee data cllected and updates SAP if necessary Agency IT Office Receives email ntificatin with prspective hire SAP data Launches internal prcess t ensure IT readiness by Day 1 Agency Space Management Office Receives email ntificatin with prspective hire SAP data Launches internal prcess t ensure wrkstatin readiness by Day 1 Agency Badge/Security Office Receives email ntificatin with prspective hire SAP data Launches internal prcess t schedule badge fr Day 1 Prspective Hire/Emplyee Receives an email ntificatin with a link t begin the nline rientatin Launches nline rientatin and creates new passwrd Cmpletes these required emplyment frms during the nline rientatin: persnal infrmatin, emplyment eligibility (I-9, Sectin 1), direct depsit, withhlding tax, emergency cntacts, wrk-related injuries, prir service and medical plan electin Arrives t wrk n emplyment start date Cntinues all nline rientatins by established deadlines: Tur 1 is required by Day 3 Tur 2 is required by Day 14 Receives mandatry training ntificatins; cmpletes requirements by established deadlines Cmpletes nline rientatin survey fr emplyees upn receipt f 30-day email ntificatin Cmpletes nbarding prcess survey fr emplyees upn receipt f 6-mnth email ntificatin HR Service Center, Emplyee Services Divisin Respnds t prspective hire/emplyee questins during the nline rientatin Mnitrs emplyee prgress; cntacts agency HR ffice fr assistance if necessary Prvides utreach t emplyees and agency HR t ensure cmpletin f payrll requirements Answers technical questins and cntent questins as applicable; refers emplyee t supervisr r agency HR ffice when apprpriate Prcesses emplyee frms and changes accrding t current practices Sends medical benefits enrllment reminder pstcard t emplyee s hme address n Day 14 Designated I-9 Verifier Receives email ntice f emplyee s cmpletin f I-9, Sectin 1 Verifies dcumentatin within three days f emplyee s start date Cmpletes I-9, Sectin 2 electrnically fr ruting t the HR Service Center 12
Appendix B: Fill a Vacant Psitin E-PAR Wrksheet Nte: This is an example. Fr the mst up-t-date wrksheet, please access emplyee self service at www.mywrkplace.state.pa.us. Cmmnwealth f Pennsylvania Fill a Vacant Psitin E-PAR Wrksheet General Instructins: Use this wrksheet t cllect the infrmatin necessary t launch the Fill a Vacant Psitin Enterprise Psitin/Persnnel Actin Request (E-PAR). D nt attach this dcument t the E-PAR. Instructins t the Hiring Manager r Designate: Once the candidate has accepted the jb ffer and yu have explained the nline rientatin prcess (see Supervisr s Onbarding Handbk fr details), please cmplete Parts 1 and 2. Submit this dcument t yur HR Office fr further prcessing. Part 1: Vacancy Infrmatin (t be cmpleted by the hiring manager) Psitin Number I-9 Verifier Organizatin Jb Title Wrk Address: Building Address 1 Address 2 City State Zip PA Headquarters Cunty Headquarters Municipality Psitin Zip Supervisr s Name Part 2: Emplyee Infrmatin (t be cmpleted by the hiring manager) Cnfirm with the emplyee and prvide the name as it appears n the emplyee s Scial Security card. Last Name First Name Middle Name Title (e.g. Mr, Mrs, Ms, etc.) Designatin (e.g. MD, DDS, PhD, Esq, etc.) Suffix (e.g. Sr, Jr, II, III, etc.) Birth Date Scial Security Number Gender Permanent Residence: Address 1 Address 2 City State Zip Hme Phne Cell Phne Hme E-mail Cunty Municipality fr Tax Purpses Municipality Type City Brugh Twnship Mailing Address (if different than abve): Address 1 Address 2 City State Zip 13
Instructins t the HR Office: Upn receipt f cmpleted Parts 1 and 2, launch the Fill a Vacant Psitin E-PAR. Verify that the wrk address and ther infrmatin are accurate within the E-PAR. Use Part 3 belw as a wrksheet t cmplete the required fields in the E-PAR. Submit the E-PAR directly t the HR Service Center 14 days in advance f the effective date. Part 3: E-PAR Infrmatin (t be prepared by the HR ffice) Emplyee Actin Persnnel Number Effective Date Estimated End Date Persnnel Area Persnnel Subarea Pay Area Organizatin ID Organizatin Name Wrk Cntract Cnfidential Indicatr Jb Cde Jb Name Unin Lcal UC Exemptin Emplyee Grup Emplyee Subgrup Cntract Type Headquarters Municipality Pay Term Pay Rate Pay Grup Pay Level QHOL Hurs Annual EPR Date CS Cert BSE N Furlughee Final Check Date Time Admin Cde Wrk Schedule Rule 14
Fill a Vacant Psitin E-PAR: Mst fields within this E-PAR will be pre-ppulated based n psitin infrmatin. Depending n yur agency s prcedures, use the Fill a Vacant Psitin E-PAR Wrksheet t cllect the infrmatin necessary t submit the E-PAR t the HR Service Center. 15
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Appendix C: Supervisr s Onbarding Checklist Nte: This is an example. Fr the mst up-t-date frm, please access emplyee self service at www.mywrkplace.state.pa.us. Instructins: Use the fllwing list as a guide t nbard yur new emplyee; cnsider the needs f the new emplyee when determining which items are applicable. The checklist shuld be cmpleted within ne week f the emplyee s appintment date. Mark each item with yur and the emplyee s initials as discussed, r nte N/A if nt applicable t this emplyee. Upn cmpletin, sign and date the frm, and return it t the agency human resurce ffice t be inserted in the emplyee s Official Persnnel Flder (OPF). Preparing fr yur prspective hire: Ensure that the fllwing have been cmpleted befre yur emplyee s start date. 1. Wrkspace has been cleaned. Subject Supervisr s Initials Date 2. Clleagues and c-wrkers have been infrmed f the emplyee s start date. 3. Infrmatin Technlgy needs have been addressed. 4. Telephne has been assigned. Vice mail access is available. 5. Badging authrity has been ntified. 6. Equipment (e.g. keys, persnal prtective equipment, etc.) have been secured fr issuance. 7. Name plate and ther desk supplies have been rdered. 8. Training plan is prepared. 9. Accmmdatins necessary under the Americans with Disabilities Act (ADA) have been made (if apprpriate). Other: Befre Day 1: Please cntact yur incming emplyee and discuss the fllwing prir t Day 1 f emplyment. 10. Building Access Prcedures Subject Emplyee s Initials (if present) Supervisr s Initials Date 11. Wrk Hurs/Break Perids 12. Meal/Break Rm Facilities 13. Parking Facilities and Plicy 14. Recmmended Wrk Attire Other: Week 1: Discuss the fllwing items with yur emplyee beginning n Day 1 and thrugh the curse f his/her first week. Subject Emplyee s Initials Supervisr s Initials Date Organizatin 15. Organizatin Missin/Overview f Functins 16. Organizatin Chart 17
Subject Duties and Perfrmance Management Emplyee s Initials Supervisr s Initials Date 17. Duties and Respnsibilities/Psitin Descriptin 18. Designatin f Essential Emplyees 19. Wrk Expectatins/Perfrmance Standards 20. Emplyee Perfrmance Reviews 21. Prbatinary Perid 22. Training (Initial and Onging) 23. Travel Requirements and Prcedures 24. Overtime 25. Licensing Requirements Building/Wrkspace 26. Intrductin t Clleagues and C-wrkers 27. Wrk Lcatin/Facility Tur 28. Emergency Evacuatin Prcedures 29. Cmmnwealth Identificatin/Badge 30. Smking Areas 31. Recycling Equipment/Supplies 32. IT Equipment Issuance and Use 33. Telephne Issuance and Use 34. Other Equipment Issuance and Use 35. Supplies Use and Requisitining 36. Use f Persnal Electrnic Equipment Safety, Security and Well-being 37. General Safety Rules/Safety Plicy 38. Use f Persnal Prtective Equipment 39. Fitness fr Duty 40. Reprting Requirements fr Injuries and Accidents 41. Reprting Wrkplace Vilence/Bmb Threats 42. First Respnder Lists/AED Lcatins Wrker and Cmmunity (chemical) Right t Knw Law and Safety Data Sheets 18
Absence Management Subject Emplyee s Initials Supervisr s Initials Date 43. Scheduling Time Off 44. Family and Medical Leave Act (FMLA) Supervisin/Cmmunicatins/Equal Emplyment Opprtunity 45. Supervisr Availability 46. Chain f Cmmand 47. Curtesy/Prfessinalism 48. Call Off Prcedures 49. Emergency Cntacts 50. Office Clsings 51. Cntinuity f Gvernment/Alert.PA.gv 52. Staff Meeting Schedules 53. Bulletin Bards/Emplyment Law Pstings 54. EEO/Diversity 55. Cmplaint Prcedures 56. Cntacting the HR Service Center Fllw Up Actins: Subject Emplyee has been scheduled fr agency rientatin. Online Psitin Descriptin has been updated. Emplyee has a cpy f wrk expectatins/ perfrmance standards. Emplyee has a cpy f his/her training plan. Emplyee has been issued all necessary equipment t perfrm his/her jb. Emplyee has been issued Cmmnwealth identificatin. Supervisr s Initials Date My supervisr has reviewed the listed applicable items with me. Emplyee Signature Date I have reviewed the applicable items abve with the emplyee. Supervisr Signature Date Return the cmpleted Supervisr s Onbarding Checklist t yur Human Resurces Office t maintain in the emplyee s Official Persnnel Flder (OPF). 19
Supervisr s Onbarding Checklist Talking Pints The list f talking pints belw is nt all-inclusive, and nt all tpics may be applicable t yur new emplyee. Please cntact yur HR ffice r refer t supervisr self service if yu have questins. Preparing fr yur prspective hire 1. Ensure new emplyee s wrkplace is clean and files and wrk space are rganized. 2. Ensure via an email annuncement r at a staff meeting that current emplyees are aware f the new emplyee s start date. 3. Ensure IT staff is aware f the prspective hire. Cnsider all IT access issues, i.e, agency-specific applicatins. 4. Ensure telecmmunicatins staff is aware f prspective hire. Reset vicemail passwrd. 5. Make appintment fr emplyee t receive identificatin badge. Ensure emplyee has access t the facility. Cmmunicate apprpriate access cdes t the badging authrity. 6. Gather cmmnwealth prperty t be issued t new emplyee. Ensure equipment is in wrking cnditin. 7. Fllw internal prcesses t rder name plates and ther ffice supplies. 8. Draft a training plan which includes mandatry training and pssible emplyee develpment activities fr the upcming year. 9. Wrk with yur HR ffice and/r disability services crdinatr t address ADA issues. Befre Day 1 10. Ntify new emplyee where yu will meet him/her n his/her first day; identify emplyee entrances t the facility. 11. Ensure the emplyee knws what time t reprt, when breaks can be scheduled and where new emplyee can g n break, and the time his/her shift ends. 12. Prvide new emplyee with where he/she can eat, e.g. snack bar, lcal restaurants, at their desks, etc. Ensure the new emplyee is aware f rules pertaining t ffice refrigeratrs, water and cffee funds, etc. 13. Ensure the emplyee knws where t park his/her vehicle if applicable. Prvide infrmatin n emplyer-prvided parking and carpl pprtunities. 14. Advise the emplyee n prper wrk attire fr the psitin, e.g. unifrms, safety bts, business casual, etc. Week 1 Organizatin 15. Discuss the missin f the agency and the emplyee s unit. Discuss hw his/her wrk impacts ther areas f the rganizatin. 16. Be prepared t prvide a cpy f the agency r unit s rganizatin chart. Duties and Perfrmance Management 17. Prvide a psitin descriptin and review the duties in detail. Update the psitin descriptin in the n line psitin descriptin applicatin. 18. Let the emplyee knw if the wrk is cnsidered essential. Prvide details n expectatins fr essential emplyees. Depending n yur agency s practice, have the emplyee cmplete the Ntificatin fr Essential Emplyees and send it t yur 20
HR ffice fr inclusin in the Official Persnnel Flder. Refer t yur agency s Cntinuity f Operatins (COOP) crdinatr. 19. Prvide written standards pertaining t the quantity and quality f the emplyee s wrk. 20. Discuss the perfrmance review rating cycle. Review the Emplyee Perfrmance Review Frm. 21. Prvide infrmatin n the length f the prbatinary perid, what is expected t pass the prbatinary perid successfully, and what can be expected if the emplyee is nt succeeding in the psitin. 22. Prvide details n mandatry training, n-the-jb training, safety training and ther available emplyee develpment pprtunities, e.g. cnferences, tuitin reimbursement, etc. Discuss the time perid expected t acquire necessary training. 23. Discuss the use f cmmnwealth vehicles and cmmnwealth travel plicy. Ensure the emplyee has apprpriate licensure fr perating vehicles and equipment. 24. Discuss if the emplyee is entitled t receive vertime, hw vertime is assigned, and if the psitin is included in an vertime equalizatin unit. 25. Discuss whether the wrk requires prfessinal licensure r certificatins, such as a PE r RN, and when that license r certificatin must be acquired. Discuss the requirements t maintain licensure and what happens if the license is nt maintained. Building/Wrkspace 26. Intrduce the emplyee t his/her peers, t the reviewing fficer, and t ther key staff in the rganizatin. 27. Prvide a tur f the facility, nting restrms, break rms, pints f entrance/egress, smking areas, bulletin bards, AEDs, etc. 28. Ensure the emplyee understands what t d and where t g if required t evacuate the building (the Safety Six ). Prvide a map f assembly areas and discuss requirements t check in with the supervisr. 29. Ensure the emplyee understands the cmmnwealth s plicy n wearing id badges and what t d if s/he frgets r lses his r her id. 30. Make sure the emplyee knws where smking areas are lcated. 31. Ensure the emplyee is aware f the cmmnwealth s recycling plicy and where recycling bins are lcated. Equipment/Supplies 32. Review the IT acceptable use plicy. Ensure the emplyee can lg n t his r her cmputer and has access t all necessary applicatins. 33. Ensure the emplyee has access t vicemail. Ensure the phne lists, such as the cmmnwealth directry, is updated with the emplyee s infrmatin. 34. Ensure the emplyee has all equipment necessary fr the psitin. Ensure the emplyee is trained n prper use and maintenance f all equipment. 35. Prvide guidance n the frms, prcesses and apprvals necessary t purchase supplies. 36. Ensure the emplyee is aware f wrkplace rules addressing the use f persnal equipment, e.g. smartphnes, tablets, headphnes, etc. Safety, Security & Well-being 37. Discuss general safety rules and the imprtance f emplyee safety. Share yur agency s safety plicies. 38. Discuss the prper wear and maintenance f persnal prtective equipment (PPE). Discuss the cnditins under which PPE must be wrn r used. Discuss actins t take if expsed t hazards. 21
39. Share the cmmnwealth and rganizatin s plicy (if any) n substance abuse in the wrkplace. 40. Ensure the emplyee understands that all accidents must be reprted t the supervisr. Pint ut the lcatin f first aid kits. 41. Discuss the rganizatin s wrkplace vilence preventin plicy and prhibited activities. Make sure the emplyee knws the rganizatin s prtcl fr reprting pssible threats r behavirs that may indicate wrkplace vilence. Discuss the steps the emplyee shuld take regarding suspicius packages and written/verbal bmb threats. 42. Ensure the emplyee knws where Autmated External Defibrillatrs (AED) devices are lcated in all lcatins where s/he will be wrking. Let the emplyee knw wh trained first respnders are. 43. Infrm the emplyee f any hazardus substances in the wrkplace. Prvide apprpriate training within 120 days. Pint ut the lcatin f Safety Data Sheets (SDS). Absence Management 44. Discuss the prcess fr scheduling time ff, the need fr prir apprval, and the ptential fr leave requests t be disapprved. Ntify the emplyee wh can apprve leave if the supervisr is unavailable. 45. Infrm the emplyee that after ne year f emplyment they may be entitled t leave under the Family and Medical Leave Act fr reasns that were explained during the nline rientatin. As a result, it may be necessary t ask the reasn fr any absence t ensure that the emplyee s rights under this Act are prvided. Supervisin/Cmmunicatins/Equal Emplyment Opprtunity 46. Discuss yur availability, e.g. pen dr plicy, access t yur calendar, and yur cmmunicatin style. 47. Discuss levels f supervisin abve and belw yur psitin. Share prtcl fr cmmunicating with staff within and utside f the chain f cmmand. 48. Discuss yur standards fr curtesy and prfessinalism when dealing with clients, c-wrkers, the general public, etc. 49. Share lcal call-ff prcedures. 50. Make sure yu knw hw t reach the emplyee in case f an emergency. Make sure yu knw wh t cntact if the emplyee is invlved in an emergency situatin. 51. Ensure the emplyee is included in the call chain fr ffice clsings. Refer the emplyee t Alert.PA.gv. 52. Share yur rganizatin s Cntinuity f Gvernment/Cntinuity f Operatins Plan. Discuss the pssibility f wrking frm a remte lcatin in the event f a pandemic r ther emergency. 53. Let the emplyee knw if staff meetings, safety meeting r ther meetings are held and hw ften. 54. Pint ut emplyee bulletin bards during the facility tur. 55. Ensure the emplyee is aware f the rganizatin s cmmitment t equal emplyment pprtunity and the preventin f sexual harassment. 56. Ensure the emplyee knws what t d if s/he believes s/he has been subjected t discriminatin r sexual harassment. Refer t the Discriminatin Cmplaint frm that is available nline, ESS > Jb & Career > Equal Opprtunity. 57. Infrm the emplyee that reasnable time may be used t cntact the HR Service Center t reslve emplyment-related matters such as benefit enrllments. 22
Appendix D: Agency HR Office Orientatin Tips Within the cmmnwealth s standard nbarding prcess, much f the new hire dcumentatin is prcessed and cmmnwealth plicies are acknwledged during the nline rientatin. The supervisr has a critical rle in nbarding the emplyee t lcal rules and prcedures. Hwever, there may be agency-specific plicies and prgrams that are best cmmunicated by yur HR ffice during an agency new emplyee rientatin prgram. When develping a new emplyee rientatin prgram, several best practices emerge. New emplyee rientatins shuld: Be Engaging - Create interesting, cmpelling prgrams that mve beynd lecture t stimulate knwledge transfer Invlve Senir Leaders - Invlve senir leadership in a visible way Create a Shared Visin - Create a shared visin by intrducing new emplyees t cmpany values and framewrks Be Welcming and Enflding - Ensure that new hires are welcmed n their first day with celebratins and the tls necessary t d their jbs Be Part f the Talent Value Chain - Treat it as a lng-term prcess that begins with recruiting and cntinues thrugh the emplyee s entire tenure 1 Within this best practice framewrk, HR ffices shuld ensure that agency-specific plicies and practices are cmmunicated t new emplyees. Subjects may include, but are nt limited t: Missin Statement f the Agency Rles f the HR Office and the HR Service Center Emplyee Mbility Surveys Equal Emplyment Opprtunity Americans with Disabilities Act (ADA) Requests fr Accmmdatins Prmtinal Opprtunities Emplyee Recgnitin Emplyee Develpment and Training Emplyee Safety Emplyee Wellness State Emplyee Assistance Prgram (prvide SEAP brchure) Supplementary Emplyment Requests Nursing Mthers Rms Bld Bank Membership Agency Office Clsings Pht ID Plicy Building Accessibility Parking Use f Vehicles and Travel Use f Cmmnwealth Phnes and Other Equipment Use f Persnal Phnes and Devices In additin t a new emplyee rientatin prgram, an agency emplyee handbk and well-designed emplyee infrmatin websites may be useful tls in cmmunicating yur agency plicies and practices. Remember t encurage survey participatin and t regularly review the data cllected thrugh the nbarding surveys and emplyee mbility survey. 1 Heyrth, Angela. Best Practice in New Hire Orientatin. 2003. http://heyrth.tripd.cm/angela/examples/bestpracticesrientatin.pdf 23
Appendix E: Online Orientatin Ntificatins Belw are example ntificatins sent during the nline rientatin. If emplyees cmplete the turs within expected timeframes, reminder emails will nt be generated. All ntificatins will be frm sent with the display name Cmmnwealth f Pennsylvania, HR Service Center (SSISntificatins@enwisen.net r RA-HRSSC@enwisen.net) and will include standard clsing language and cntact infrmatin fr the HR Service Center. Ntificatin 1: Welcme Email Tur: #1 Cmpleting the hiring prcess Sent when: new hire file received T: Emplyee Hme Email CC: Emplyee Wrk Email Subject: Welcme! PA Online Orientatin Required Frms fr Yur New Jb Dear <<Emplyee Name>>, Cngratulatins n accepting a psitin with the Cmmnwealth f Pennsylvania! Our gal is t help yu transitin smthly int yur new jb. First, yu ll need t cmplete the hiring prcess thrugh ur nline rientatin website. Please set aside apprximately 30 minutes t cmplete yur required new emplyee frms befre yu begin wrk n <<HireDate>>. These critical emplyment frms include the set up f a direct depsit accunt fr yur biweekly pay, yur emplyment eligibility and mre. If yu d nt cmplete these frms n time, yur pay may be delayed. The nline rientatin is cmprehensive and yu ll be reminded via email t cmplete a series f turs. After yu begin the rientatin, yu can save yur prgress, clse the website and return at any time. T begin the nline rientatin nw, pen the link belw and fllw the lgin instructins. << link here>> Open the site by selecting the link abve r by visiting www.myhrnline.state.pa.us and selecting Online Orientatin Cnfirm r enter yur lgin infrmatin User ID: <<Persnnel Number>> Passwrd: enter temprary passwrd the last fur digits f yur scial security number fllwed immediately by the last tw digits f yur birth year (ex: 954078) Organizatin: CfPA Create a new passwrd by fllwing the prmpts Frm the hme page, select the first tur t cmplete the hiring prcess Fr lgin assistance r questins abut the nline rientatin, please call the HR Service Center at 866.377.2672, Mnday thrugh Friday frm 7:00 am t 5:00 pm. If yu have questins abut yur first day n the jb r need additinal emplyment infrmatin, yu can cntact yur hiring manager. Ntificatin 2: New hire: Supervisr Tur: #1 Cmpleting the hiring prcess Sent when: new hire file received T: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: Online Orientatin - New Emplyee Welcme Email Sent TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> 24
Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> Yur new emplyee was sent a welcme email with nline rientatin lgin instructins. The email included a request t cmplete the required emplyment frms by the emplyee s start date f <<HireDate>>. Keep in mind that yur participatin in this new emplyee s nbarding prcess is critical. Please ensure that yu and yur emplyee are meeting these upcming deadlines: 1. Tday: Yu shuld have already cmpleted the pre-hire sectin f the Supervisr Onbarding Checklist in preparatin fr yur new emplyee. 2. Day ne: Remember t have yur new emplyee s wrkspace ready and waiting! 3. Day ne: Remind yur new emplyee t cmplete the required frms in the nline rientatin, Tur 1 Cmpleting the Hiring Prcess > Befre Yu Begin flder. 4. Day three: Remind yur new emplyee t cmplete the plicy acknwledgements in the nline rientatin, Tur 1 Cmpleting the Hiring Prcess > Wrkplace Rules flder. 5. Week ne: Cmplete the supervisry rientatin in persn with yur new emplyee. 6. Week ne: Cnfirm that yur emplyee is scheduled fr the agency rientatin at yur HR ffice. 7. Day 14: Remind yur new emplyee t cmplete the nline rientatin, Tur 2 Yur Jb with the Cmmnwealth. Emails ntificatins have been sent t agency resurce accunts fr the set up f yur emplyee s wrkstatin, cmputer access and cmmnwealth identificatin badge as needed. Yu can refer t yur Supervisr Onbarding Handbk fr additinal instructins. NOTE: T avid cmplicatins with emplyment eligibility and payrll prcessing, yur new emplyee must cmplete the required frms in Tur 1 Cmpleting the Hiring Prcess > Befre Yu Begin by the end f his r her first day f emplyment. Ntificatin 3: New hire: IT Tur: #1 Cmpleting the hiring prcess Sent when: new hire file received T: IT Office Resurce Accunt CC: nne Email Subject: New Emplyee Ntice The fllwing new emplyee is scheduled t be hired in yur agency. Please initiate yur agency s IT prcess t ensure this emplyee has the apprpriate assets and cmmnwealth access that he r she will need by the start date prvided belw. Actin Type: Start Date: Emplyee Name: Persnnel Number: Psitin Number: Jb Title: Organizatin: Wrk Address: Hme Headquartered: Supervisr: Supervisr Email: Ntificatin 4: New hire: Badge Tur: #1 Cmpleting the hiring prcess Sent when: new hire file received T: Badging Office Resurce Accunt CC: nne Email Subject: New Emplyee Ntice 25
The fllwing new emplyee is scheduled t be hired in yur agency. Please initiate yur agency s badging prcess t ensure this emplyee has the apprpriate identificatin and building access that he r she will need by the start date prvided belw. Actin Type: Start Date: Emplyee Name: Persnnel Number: Psitin Number: Jb Title: Organizatin: Wrk Address: Hme Headquartered: Supervisr: Supervisr Email: Ntificatin 5: New hire: Space Tur: #1 Cmpleting the hiring prcess Sent when: new hire file received T: Space Management Office Resurce Accunt CC: nne Email Subject: New Emplyee Ntice The fllwing new emplyee is scheduled t be hired in yur agency. Please initiate yur agency s space management prcess t ensure this emplyee has the apprpriate wrkstatin resurces that he r she will need by the start date prvided belw. Actin Type: Start Date: Emplyee Name: Persnnel Number: Psitin Number: Jb Title: Organizatin: Wrk Address: Hme Headquartered: Supervisr: Supervisr Email: Ntificatin 6: Prir Service Tur: #1 Cmpleting the hiring prcess Sent when: tur stp prir service cmplete T: Agency HR Resurce Accunt Email Subject: Online Orientatin - Prir Service Ntice Emplyee Name: Emplyee Number: Jb Title: Organizatin: Effective Date: This new emplyee prvided the fllwing infrmatin n the Prir Service Frm. 1. Prir SERS member: <<Y / N>> 2. Prir cmmnwealth service: <<Y / N>> 3. Prir military service: <<Y / N>> <<The bullets belw will display if selected by the emplyee.>> Served in Wrld War II (December 7, 1941 t September 2, 1945). Served in Krean War (June 25, 1950 t July 27, 1953). 26
Served in Vietnam War (August 4, 1964 t January 28, 1973). Served in Persian Gulf War (August 2, 1990 t August 31, 1991). Served in the War n Terrrism (September 11, 2001 t date determined by the Adjutant General, Department f Military and Veterans Affairs, pursuant t 51 Pa.C.S.7101). This emplyee was ntified t bring a cpy f the DD-214 frm t his/her agency HR ffice during the first 60 days f emplyment t request senirity credit if eligible. If the emplyee des nt have the DD-214, the emplyee may cntact yu t discuss alternatives. If the emplyee fails t prvide the required prf f service during the first 60 days f emplyment, neither the emplyee nr the unin can claim credit fr military service at a later date. EMPLOYEE SIGNATURE The emplyee s electrnic signature belw certifies that the emplyee received and reviewed this ntificatin f rights regarding eligibility fr certain benefit entitlements. Signature: [ name here ] Date: [ date ] Ntificatin 7: Start Reminder 1 t Emplyee Tur: #1 Cmpleting the hiring prcess Sent when: start date minus fur days IF the emplyee has nt cmpleted tur stp Yur next steps T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: PA Online Orientatin Reminder New Emplyee Frms Required! Dear <<EmplyeeName>>, Yu will be starting yur new jb very sn, and yu need t cmplete yur emplyment frms. Please lgin t the nline rientatin website t cmplete the required frms. If yu dn t cmplete these frms befre <<HireDate>>, yur first pay may be delayed. <<link here>> Open the site by selecting the link abve r by visiting www.myhrnline.state.pa.us and selecting Online Orientatin If yu haven't started the nline rientatin yet, cnfirm r enter yur lgin infrmatin User ID: <<Persnnel Number>> Passwrd: enter temprary passwrd the last fur digits f yur scial security number fllwed immediately by the last tw digits f yur birth year (ex: 954078) Organizatin: CfPA Create a new passwrd by fllwing the prmpts Frm the hme page, select the first tur t cmplete the hiring prcess Ntificatin 8: Tur 1 Start Reminder 1 t Supervisr Tur: #1 Cmpleting the hiring prcess Sent when: start date minus fur days IF the emplyee has nt cmpleted tur stp Yur next steps T: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: Online Orientatin - Emplyment Frms Needed in 4 Days TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> Yur new emplyee has nt yet cmpleted the required emplyment frms in the nline rientatin. A reminder was sent t yur emplyee. This emplyee may need t cmplete the nline rientatin when he r she arrives t wrk n <<HireDate>>. Please set aside apprximately ne hur fr yur emplyee t cmplete the required nline rientatin. NOTE: T avid cmplicatins with emplyment eligibility and payrll prcessing, yur new emplyee must cmplete the required frms in Tur 1 Cmpleting the Hiring Prcess > Befre Yu Begin by the end f his r her first day f emplyment. 27
Keep in mind that yur participatin in this new emplyee s nbarding prcess is critical. Please ensure that yu and yur emplyee are meeting these upcming deadlines: 1. Tday: Yu shuld have already cmpleted the pre-hire sectin f the Supervisr Onbarding Checklist in preparatin fr yur new emplyee. 2. Day ne: Remember t have yur new emplyee s wrkspace ready and waiting! 3. Day ne: Remind yur new emplyee t cmplete the required frms in the nline rientatin, Tur 1 Cmpleting the Hiring Prcess > Befre Yu Begin flder. 4. Day three: Remind yur new emplyee t cmplete the plicy acknwledgements in the nline rientatin, Tur 1 Cmpleting the Hiring Prcess > Wrkplace Rules flder. 5. Week ne: Cmplete the supervisry rientatin in persn with yur new emplyee. 6. Week ne: Cnfirm that yur emplyee is scheduled fr the agency rientatin at yur HR ffice. 7. Day 14: Remind yur new emplyee t cmplete the nline rientatin, Tur 2 Yur Jb with the Cmmnwealth. Ntificatin 9: Tur 1 Start Reminder 2 t Emplyee Tur: #1 Cmpleting the hiring prcess Sent when: start date plus ne day IF Tur 1 nt cmplete T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: PA Online Orientatin, Tur 1 Deadline Appraching! Dear <<EmplyeeName>>, Welcme t the Cmmnwealth f Pennsylvania! We hpe yu re enjying yur first days n the jb. Yu need t cmplete the first tur f the nline rientatin by <<Tur 1-Deadline>>. If yu have cmpleted the required emplyment frms great! Next, yu ll be reading thrugh and acknwledging a series f cmmnwealth wrkplace rules. If yu have nt yet cmpleted the required emplyment frms these are critical. Yu must lgin and cmplete these frms tday t avid any cmplicatins with yur emplyment eligibility and yur first pay. Yu can pen the nline rientatin t begin r cntinue the first tur by pening this link. <<link here>> Open the site by selecting the link abve r by visiting www.myhrnline.state.pa.us and selecting Online Orientatin If yu haven't started the nline rientatin yet, cnfirm r enter yur lgin infrmatin User ID: <<Persnnel Number>> Passwrd: enter temprary passwrd the last fur digits f yur scial security number fllwed immediately by the last tw digits f yur birth year (ex: 954078) Organizatin: CfPA Create a new passwrd by fllwing the prmpts Frm the hme page, select the first tur t cmplete the hiring prcess Ntificatin 10: Tur 1 Start Reminder 2 t Supervisr Tur: #1 Cmpleting the hiring prcess Sent when: start date plus ne IF Tur 1 nt cmplete T: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: Online Orientatin - Tur 1 Deadline Appraching TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> Yur new emplyee has nt yet cmpleted the first nline rientatin tur, which includes bth required emplyment frms and cmmnwealth plicy acknwledgements. Yu will need t ensure that yur 28
new emplyee cmpletes this requirement by <<T1-Deadline>>. If yur emplyee des nt have an email address listed abve, please ensure yur new emplyee receives ntice f the deadline. If yur emplyee has nt yet begun the tur, yu may need t prvide this emplyee with access t a cmmnwealth cmputer. Yu can refer t these instructins as utlined in the Supervisr Onbarding Handbk. Supervisr t prvide access t an Internet-enabled cmputer Lgin with a guest accunt accrding t agency guidelines Open www.myhrnline.state.pa.us and select Online Orientatin Prvide the lgin instructins t yur emplyee User ID: enter 8-digit emplyee number Passwrd: enter temprary passwrd - the last fur digits f emplyee s scial security number fllwed immediately by the last tw digits f emplyee s birth year (example: 954078) Organizatin: CfPA Direct yur new emplyee t cmplete the first tur by <<Tur 1-Deadline>> As time allws, the emplyee can als cntinue with the secnd tur, which is required by <<Tur 2-Deadline>> Ntificatin 11: Tur 2 Start Reminder 1 t Emplyee Tur: #2 Yur jb with the cmmnwealth Sent when: Tur 1 cmpleted T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: PA Online Orientatin, Tur 2 - Requires Yur Attentin! Dear <<Emplyee Name>>, Thank yu fr cmpleting the first tur f the nline rientatin. Yu must nw cmplete Tur 2 Yur Jb with the Cmmnwealth within the first tw weeks f yur emplyment. Please set aside apprximately 2 hurs t cmplete the secnd nline rientatin tur. During this tur, yu will: View a sample pay statement Learn mre abut cmmnwealth benefits and any pending deadlines Familiarize yurself with time ff prcedures befre yu need t use yur absence benefits Get t knw the cmpensatin system Review training and develpment pprtunities Discver where t find human resurces supprt and emplyee assistance Please lgin belw t begin the secnd nline rientatin tur. Yu will need t cmplete this rientatin by <<Tur 2-Deadline>>. After yu begin the tur, yu can save yur prgress, clse the website and return at any time. Open the link belw t get started. << link here>> (If the hyperlink abve is nt available, simply visit www.myhrnline.state.pa.us and select Online Orientatin t lgin.) Ntificatin 12: Tur 2 Start Reminder 2 t Emplyee Tur: #2 Yur jb with the cmmnwealth Sent when: start date plus 15 days IF Tur 2 nt cmplete T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: PA Online Orientatin, Tur 2 - Deadline Overdue! Dear <<EmplyeeName>>, We hpe yu re enjying yur first weeks n the jb. Althugh yu cmpleted the first tur f the nline rientatin, yu re nt quite dne yet! We need yu t cmplete the secnd tur, which was due n <<Tur 2-Deadline>>. During this tur, yu will: View a sample pay statement 29
Learn mre abut cmmnwealth benefits and any pending deadlines Familiarize yurself with time ff prcedures befre yu need t use yur absence benefits Get t knw the cmpensatin system Review training and develpment pprtunities Discver where t find human resurces supprt and emplyee assistance Yu can pen the nline rientatin t cmplete the secnd tur by pening the link belw: <<link here>> (If the hyperlink abve is nt available, simply visit www.myhrnline.state.pa.us and select Online Orientatin t lgin.) Ntificatin 13: Tur 2 Start Reminder 2 t Supervisr Tur: #2 Yur jb with the cmmnwealth Sent when: start date plus 15 days IF Tur 2 nt cmplete T: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: Online Orientatin - Tur 2 Overdue TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> Yur new emplyee has nt yet cmpleted the secnd nline rientatin tur, which was due n <<Tur 2-Deadline>>. If yur emplyee des nt have an email address listed abve, please ensure yur new emplyee receives immediate ntice f the deadline. During the tur, yur new emplyee will: View a sample pay statement Learn mre abut cmmnwealth benefits and any pending deadlines Be intrduced t leave prcedures befre using his r her absence benefits Get t knw the cmpensatin system Review training and develpment pprtunities Discver where t find human resurces supprt and emplyee assistance Ntificatin 14: Pst Hire-30 days t Emplyee Tur: pst hire Sent when: start date plus 30 days T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: New Emplyee Orientatin Survey Dear <<EmplyeeName>>, We hpe that yur first 30 days f emplyment with the cmmnwealth have been a psitive experience fr yu. T help us ensure a successful rientatin experience, we are requesting that yu cmplete a brief survey. The questins shuld take less than 10 minutes t cmplete, and the infrmatin will be used t imprve the cmmnwealth s rientatin prcess fr new emplyees. Open the Emplyee Orientatin Survey t begin. In additin, we als want t remind yu t review the infrmatin yu ve been prvided abut yur benefits. Here are sme cmmn new emplyee activities related t yur benefits electins that may apply t yu. PEBTF-eligible emplyees: Medical cverage (enrll r add dependents any time) Get Healthy (save 50% n yur cntributin if yu act nw) SERS beneficiary frm (if yu re enrlled, dn t frget t return this) 30
Optinal insurances (if eligible, yu can enrll during yur first 60 days) Remember, yu can learn mre abut yur benefits nline Thank yu fr prviding yur feedback. We wish yu much success in yur career with the cmmnwealth! Ntificatin 15: Pst Hire-30 days t Supervisr Tur: pst hire Sent when: start date plus 30 days TO: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: Supervisr Orientatin Survey TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> This ntice is t remind yu that yur new emplyee has cmpleted his r her first 30 days f emplyment. We hpe that this time has been a psitive experience fr yu as the supervisr. T help us ensure a successful rientatin experience, we are requesting that yu cmplete a brief survey. The questins shuld take less than 10 minutes t cmplete, and the infrmatin will be used t imprve the cmmnwealth s rientatin prcess. Open the Supervisr Orientatin Survey t begin. Thank yu fr prviding yur feedback. We wish yu and yur emplyee much success in yur careers with the cmmnwealth. Ntificatin 16: Pst hire-6 mnths t Emplyee Tur: pst hire Sent when: start date plus 180 days T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: New Emplyee Mid-Year Survey Dear <<Emplyee Name>>, This ntice is t remind yu that yu are at the midpint f yur first year f emplyment with the cmmnwealth. We hpe that this time has been a psitive experience fr yu. T help us ensure a psitive new emplyee experience, we are requesting that yu cmplete a brief survey. The questins shuld take less than 5 minutes t cmplete, and the infrmatin will be used t imprve the cmmnwealth s prcesses fr rienting new emplyees. Open the New Emplyee Survey t begin. At this pint, yu may have additinal benefits questins. Yu can learn mre nline r cntact us with any questins. PEBTF-eligible emplyees when yu reach six mnths f emplyment: Cnsider supplemental benefits (if enrlled in a medical plan, supplemental benefits are added autmatically) Be aware that the cst fr family cverage changes (read mre nline) Designate yur beneficiary fr yur cmmnwealth-prvided life insurance plicy (if eligible) Learn mre abut vluntary savings prgrams nline (if eligible) Thank yu fr prviding yur feedback. We wish yu much success as yu cntinue yur career with the cmmnwealth! 31
Ntificatin 17: Pst hire-6 mnths t Supervisr Tur: pst hire Sent when: start date plus 180 days T: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: Supervisr Mid-Year Onbarding Survey TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> This ntice is t remind yu that yur new emplyee is at the midpint f his r her first year f cmmnwealth emplyment. We hpe that this time has been a psitive experience fr yu as the supervisr. T help us ensure that the nbarding experience has been successful s far, we are requesting that yu cmplete a brief survey. The questins shuld take less than 5 minutes t cmplete, and the infrmatin will be used t imprve the cmmnwealth s nbarding prcess. Open the Supervisr Onbarding Survey t begin. Thank yu fr prviding yur feedback. We wish yu and yur emplyee much success in yur careers with the cmmnwealth. Ntificatin 18: Pst hire-12 mnths t Emplyee Tur: pst hire Trigger: start date plus 335 days T: Emplyee Hme Email CC: Emplyee Wrk Email Email Subject: Cngratulatins! One Year f Service Dear <<Emplyee Name>>, Cngratulatins! Our recrds indicate that yu are appraching ne year f cmmnwealth emplyment and the clsure f the new emplyee rientatin prcess. We hpe that this time with the cmmnwealth has been a psitive experience fr yu. Thank yu fr yur service t the citizens f Pennsylvania. We wish yu much success in yur career with the cmmnwealth! Ntificatin 19: Pst hire-12 mnths t Supervisr Tur: pst hire Sent when: start date plus 335 days T: Supervisr Wrk Email CC: Agency HR Resurce Accunt Email Subject: New Emplyee One-Year Ntice TO: <<Supervisr Name>> <<Supervisr Email>> CC: <<Agency HR Office Email>> RE: <<Emplyee Name>>, <<Persnnel Number>> Organizatin: <<Organizatin>> Emplyee email sent t: <<HmeEmail>>, <<WrkEmail>> This ntice is t remind yu that yur new emplyee is appraching ne year f cmmnwealth emplyment and the clsure f the nbarding prcess. We hpe that this time has been a psitive experience fr yu as the supervisr. Thank yu fr the time and effrt yu have invested in develping yur staff. Yu can find additinal resurces t help yu manage yur emplyees at www.mywrkplace.state.pa.us. We wish yu and yur emplyee much success as yu cntinue yur careers with the cmmnwealth. 32
Appendix F: Training Plan Tips A key factr t ensuring the success f yur new emplyees is develping a training plan that spans the first year f emplyment. T prvide the best guidance, the training plan shuld be a written dcument and include the suggested rder f cmpletin f the training, as well as a timeline with cmpletin dates. The training plan can be written in varius frmats, s cnsult yur agency training fficer t determine if yur agency has a preferred template. Suggestins t include in the training plan: Mandatry training requirements This includes any cmmnwealth mandatry training fr new emplyees and agency specific mandatry training requirements. Examples include agency rientatin, custmer service training, and cntinuity f gvernment curses. Plicy and prcedural training This may include training n ffice equipment, telephnes, r ther ffice/wrk lcatinspecific plicies. Training related t jb respnsibilities This includes any training related t the new emplyee s jb respnsibilities. Pssible suggestins t include are: Frmal trainings required fr jb certificatin Jb shadwing with anther emplyee Regularly scheduled n the jb training Reading manuals, plicies, r ther written material Meetings with c-wrkers and/r ther agency staff t rient t missin and respnsibilities Attending Keystne Academy fr Learning classes r agency training Out-service training Fr mre infrmatin n training and emplyee develpment, cnsult www.a.state.pa.us/training, www.mywrkplace.state.pa.us, r yur agency training fficer. 33
Appendix G: Onbarding Glssary Annuitant - A cmmnwealth retiree r that persn s Designated Survivr (and certain Beneficiaries, when the amunt wed the Beneficiary qualifies) wh is receiving mnthly Annuity payments. Frmer emplyees wh are currently annuitants may be returned t cmmnwealth emplyment in accrdance with Management Directive 515.20, Reemplyment f Cmmnwealth Annuitants. (Fr purpses f this handbk, annuitant refers t the frmer emplyee.) Agency - An administrative department, bard, cmmissin, r ther agency. Badging The prcess t btain a pht identificatin access badge, which is a card with an individual s phtgraph, name, and department prgrammed t permit access thrugh use f a card reader r a pht identificatin badge prgrammed t permit access thrugh the use f a card reader. Dual Emplyment - The hiring f an emplyee already n a payrll r n cntract with the cmmnwealth, whether in a different agency, n a separate payrll r cntract, r in a separate psitin in the same agency. Emplyee Self Service (ESS) - The nline system prvided t cmmnwealth emplyees t perfrm a variety f persnal and wrk-related activities. ESS is accessible frm within the cmmnwealth netwrk r frm a hme cmputer at www.mywrkplace.state.pa.us. E-PAR (Enterprise Psitin/Persnnel Actin Request) - The prcess used t assist supervisrs in requesting services frm HR, as well as t facilitate the prcessing f SAP transactins within the HR Service Center. Furlughee - An emplyee wh is remved frm his r her psitin because f lack f wrk r funds r fr ther peratinal reasns and wh meets ne f the fllwing criteria: (a) Is n a furlugh recall list as prescribed in the Civil Service Act r the apprpriate labr agreement, (b) If nt subject t the recall prvisins f a labr agreement, has been furlughed within the past 36 mnths. New Hire An incming emplyee wh has had n prir cmmnwealth emplyment. Nn-Permanent Emplyee - An emplyee wh is hired with the expectatin f being in an active pay status fr less than 12 cnsecutive mnths withut the expectatin f wrking n an annually recurring basis r wh is hired with the expectatin f being in an active pay status fr less than 9 cnsecutive mnths n an annually recurring basis. Onbarding - The prcess beginning during the pre-hire phase and extending thrugh the first year f emplyment designed t integrate new emplyees t the cmmnwealth and t equip them t becme successful and prductive. Onbarding Mdule (OBM) An nline system cmprised f turs, frms, acknwledgments, wrkflws and ntificatins, as well as access t administrative tls and reprts, designed t nbard incming emplyees int cmmnwealth emplyment. 34
Orientatin A frmal r infrmal sessin held with the emplyee where he r she is intrduced t a variety f cmmnwealth, agency and lcal ffice infrmatin. Als: Online rientatin: cllects required emplyee data and presents enterprise-wide plicies, HR tpics and benefits infrmatin during tw required turs Agency rientatin: establishes the agency s missin, culture, values, plicies, etc. Supervisry rientatin: intrduces the emplyee t the wrk envirnment at the lcal level Permanent Emplyee - An emplyee wh is hired with the expectatin f being in an active pay status fr mre than 12 cnsecutive mnths r wh is hired with the expectatin f being in an active pay status frm 9 t 12 cnsecutive mnths inclusive and with the expectatin f wrking n an annually recurring basis. Prspective Hire An individual wh has been ffered and accepted emplyment with the cmmnwealth and has a prspective emplyment start date. Rehire An incming emplyee wh has prir cmmnwealth emplyment. Return frm Furlugh An emplyee wh is returning t cmmnwealth emplyment after being furlughed. Salaried Psitin - An authrized and individually identified grup f duties and respnsibilities assigned r delegated by cmpetent authrity that require the full-time r part-time emplyment f at least ne persn n a regularly scheduled basis fr a perid f time exceeding six mnths and is charged against the salaried cmplement fr budgetary cntrl purpses. Supervisr Self Service (SSS) - See ESS abve. Tur An nline learning tutrial that integrates frms, media and infrmatinal cntent that shuld be cmpleted sequentially by new emplyees. Transfer - The mvement f an emplyee frm the jurisdictin f ne appinting authrity t anther appinting authrity. A transfer may ccur in cnjunctin with a reassignment, prmtin, r demtin. Wage Psitin - An authrized and individually identified grup f duties and respnsibilities assigned r delegated by cmpetent authrity that require the full-time r part-time emplyment f ne persn n either: (a) A regular schedule fr a limited duratin f time. (b) An intermittent r irregular schedule withut regard t the duratin f the term f emplyment. 35
Appendix H: HR Frequently Asked Questins General Questins Q. Why aren t emplyees wh underg a change in emplyment cnditin, i.e. mving frm a wage psitin t a salaried psitin r changing frm nnpermanent t permanent, included in the nline rientatin? A. Emplyees in wage psitins wh are mved r hired int salaried psitins, like Temprary Clerical Pl staff selected fr permanent jbs, are treated as transfers fr nbarding purpses. They shuld have participated in the nline rientatin when they were hired initially, s their nbarding experience will include the agency and supervisry rientatins nly. Prcesses fr addressing emplyees wh mve frm a nn-permanent t a permanent status are als utside f the nline rientatin. Q. Why are annuitants included in the nline rientatin? A. Annuitants have typically had a break in service, and as rehires are required t cmplete the nline rientatin. Their nline rientatin will nt include benefits and ther cntent which des nt pertain t their status. Q. Will the nline rientatin be in languages ther than English? A. N, nt at this time. Please fllw yur agency s practice fr acquiring an interpreter if the emplyee will be participating in the nline rientatin n site. Q. Is the nline rientatin cmpatible with assistive technlgy? A. N, nt at this time. HR ffices and/r supervisrs shuld be prepared t seek an apprpriate accmmdatin cnsistent with cmmnwealth and agency disability emplyment-related plicies. An alternate cntent print packet fr these exceptinal cases is available t HR ffices thrugh ESS > Lgin > HR > Enterprise Onbarding. Q. Can an emplyee be disciplined if he r she desn t cmplete the turs within standard timeframes? A. It is nt recmmended that a new emplyee be disciplined specifically fr nt cmpleting the turs within the expected time; hwever, supervisrs shuld nte if a pattern f pr perfrmance develps and take apprpriate crrective actin. Accessing and Participating in the Online Orientatin Q. Hw much time will it take my new emplyee t cmplete the turs? A. Tur 1 average is 1 hur t cmplete. Tur 2 average is 2 hurs t cmplete. Q. Hw lng will emplyees be able t access the nline rientatin after they have cmpleted the turs? A. 60 days 36
Q. What happens if the emplyee leaves the psitin, i.e. transfers t anther psitin, prir t cmpleting the turs? A. If an emplyee leaves the psitin thrugh separatin, prmtin, demtin r transfer, the data that was captured thrugh the nline rientatin will be archived and ntificatins will cease. If the individual remains emplyed by the cmmnwealth, he r she will nt have the pprtunity t return t the nline rientatin and the agency shuld ensure that the emplyee has acknwledged all cmmnwealth plicies and is made aware f the infrmatin in turs. Q. Hw des a prspective hire r emplyee reset his r her passwrd? A. The HR Service Center will reset the passwrd. The individual shuld cntact the HR Service Center via the Ask a Questin feature in the nline rientatin r by calling 866.377.2672. Q. My emplyee did nt cmplete the nline rientatin befre the first day. Hw des he r she participate in the nline rientatin? A. Depending n yur agency s practice, yur emplyee can fllw Tier 3 as described in the Alternate Online Orientatin Prcesses sectin in the and the Supervisr s Onbarding Handbk. A kisk may be lcated at the HR ffice thrugh which the emplyee can fllw the nline rientatin, r anther cmputer may be available at a clser field lcatin. Read the kisk set up guidance here. Q. What happens if the emplyee r supervisr des nt cmplete the feedback surveys? A. Emplyees and supervisrs will be sent invitatins at 30 days and 180 days after the emplyee s start date t cmplete quick nline surveys t prvide feedback n the nbarding prcess. These surveys are vluntary and there is n negative impact shuld emplyees and supervisrs nt cmplete them. Fill a Vacant Psitin Enterprise Psitin/Persnnel Actin Request (E-PAR) Q. What shuld be included with the Fill a Vacant Psitin E-PAR fr emplyees wh will nt participate in the nline rientatin because they are nt new r are nt being re-hired? A. The prcess fr filling vacancies thrugh prmtins, demtins and reassignments f current emplyees is nt changing. Yu shuld fllw yur agency s business prcess fr launching the Fill a Vacant Psitin E-PAR, select the apprpriate emplyee actin (demtin, prmtin, r reassignment) within the E-PAR, and prvide any additinal infrmatin r dcuments necessary fr the HR Service Center t cmplete the transactin. 37
Q. The Fill a Vacant Psitin E-PAR may be used t request the filling f psitins with nn-cmmnwealth emplyees, such PA Cnservatin Crps, PA Natinal Guard, health registrars, external persns, and vlunteers. Hw will the E-PAR prcess change fr these emplyee grups and subgrups? A. Since hlders f these psitins are nt cnsidered cmmnwealth emplyees, they are excluded frm the nline rientatin. Hwever, these frms shuld be cmpleted by the individual and attached t the E-PAR: I9, W4, Direct Depsit and Emergency Cntact frms. HR Office Issues Q. What is the HR Service Center s rle during the nline rientatin? A. The HR Service Center is available t respnd t prspective hire and emplyee questins abut cmmnwealth emplyment and benefits via the Ask a Questin feature in the nline rientatin r by calling 866.377.2672. The HR Service Center will als cntact the emplyee directly if critical emplyment frms and plicy acknwledgments fund in Tur 1 are nt received thrugh the nline rientatin within standard timeframes. Q. What d I d if the prspective hire calls the HR ffice with questins while participating in the nline rientatin? A. Yu may respnd t his r her questin if yu are cnfident f the answer, refer him r her t the Ask a Questin feature in the upper-right crner f the nline rientatin, r encurage him r her t cntact the HR Service Center at 866.377.2672 fr the mst up-tdate infrmatin available. Q. What d I d with nn-cmpliance ntificatins? A. The HR ffice is cpied n ntificatins sent t the supervisr when the prspective hire/emplyee des nt cmplete turs within expected timeframes. The supervisr s name and email address is included in the bdy f the ntificatin. If the psitin is vacant r the supervisr des nt have an email address, yur ffice may need t take actin. The HR Service Center will cntact the prspective hire/emplyee if critical emplyment frms and plicy acknwledgements are nt received within standard timeframes; hwever, the HR ffice may wrk with supervisrs t ensure that Tur 2, Yur Jb with the Cmmnwealth, is cmpleted within 14 calendar days. Q. What d I d with the prir service ntice email? A. If the prspective hire has prir cmmnwealth service and/r military service which impacts leave accrual and/r senirity, the HR ffice shuld review the hire s emplyment histry and make the apprpriate adjustments in SAP. This email shuld nt be put in the emplyee s Official Persnnel Flder and is nt required t be kept by the HR ffice. Q. Hw d I access plicy acknwledgments? A. As the emplyee reviews and acknwledges cmmnwealth plicies within the nline rientatin, the dates and times are captured electrnically and the emplyee cmpletes a final plicy acknwledgement page. Plicy acknwledgments are maintained in the electrnic Official Persnnel Flder and will be viewable within SAP via PA20/30 transactins. 38
Q. Hw d I access a new emplyee s emergency cntact infrmatin? A. HR ffices have access t a Standard R/3 Reprt (Transactin Cde: Y_DC6_14000171) that allws yu t select and filter either emplyee cntact infrmatin r emergency cntact infrmatin fr all emplyees within the agency. This reprt shuld be run n a regular basis in accrdance with yur agency s COOP/COG plan. Yu can learn mre abut this reprt by reviewing PA Alert 2011-10. Q. D HR ffices have t cmplete the New Emplyee Orientatin Checklist? A. N, the nline rientatin replaces Part I f the New Emplyee Orientatin Checklist. In situatins where the emplyee must be prvided an in-persn rientatin and will nt have CWOPA credentials, hard cpies f necessary frms and plicies will be accessible thrugh ESS. Yur HR ffice will cntinue t cnduct an in-persn rientatin t cver agencyspecific plicies and prcedures. See Appendix D fr additinal infrmatin. Q. What shuld the HR ffice d with the results f the feedback surveys? A. HR Offices will be able t access respnses t 30-day and 180-day feedback surveys and take crrective actin, if necessary. HR prfessinals with the emplyee mbility rle in Oracle have access t the survey data cllected. T gain access t this rle, please use the HRISD Authrizatin Request Frm and request access t the Emplyee Mbility/Hiring Prcess Survey Reprting Views. Apprpriate actin may include additinal training fr supervisrs, imprved crdinatin amng thse invlved in nbarding, like the IT ffice r field HR staff, r addressing an emplyee relatins issue. Q. Hw can I train ur HR field staff n the nbarding prcess? A. The Onbarding Training fr HR Offices curse was recrded fr field ffice training and is available thrugh the Office f Administratin s website. The HR Office s Onbarding Handbk is als available fr reference when custmizing training fr yur agency. Q. Is there any nging maintenance required by ur HR ffice in supprt f nbarding? A. In additin t meeting the timeline requirements and training yur agency supervisrs, yu will want t ensure yur ffice is prepared t maintain the fllwing items. I-9 Verifier psitin designatins after the implementatin f nbarding, please fllw existing prcedures fr submitting a rle request E-PAR t maintain the I-9 Verifier rle assignments within yur agency. Read the implementatin guidance here. Respnsible HR Orgs after the implementatin f nbarding, remember that any rerganizatins may require an update t yur previusly assigned respnsible HR rgs. Read the implementatin guidance here. Email Resurce Accunts after the implementatin f nbarding, yu ll want t train any new staff with respnsibilities fr the HR, IT, space management and security/badging email resurce accunts. Read the implementatin guidance here. Yu can als set up filtering rules t redirect email ntificatins if needed. Read the email rules guidance here. 39
Appendix I: Quick Guide fr New Emplyees Nte: This is a sample. Fr the mst up-t-date versin, please access emplyee self service at www.mywrkplace.state.pa.us. Welcme t the Cmmnwealth f Pennsylvania! In rder t prcess yur emplyment quickly and efficiently, the cmmnwealth has created an nline rientatin fr yur cnvenience. We ll send the rientatin link t yur persnal email address shrtly. We request that yu cmplete the tw turs f the nline rientatin by the deadlines listed belw. Feel free t cntact the HR Service Center at 866.377.2672, Mnday thrugh Friday frm 7AM 5PM, if yu have any questins. Lgin & Technlgy Requirements Watch yur persnal email! Using the persnal email address yu prvided t the hiring manager, we ll send yu a welcme email that includes a link t the nline rientatin. Yu ll need a cmputer with Internet access. Supprted brwsers include Internet Explrer 7 & 8, Firefx 3.6+, Safari 5+ and Ggle Chrme. Yu shuld dwnlad and install the free Adbe Reader if yu dn t already have it. Yu can add RA-HRSSC@enwisen.net and SSISntificatins@enwisen.net t yur email s address bk t ensure ur email arrives. These are unmnitred email accunts; please d nt reply t the email ntificatins. After launching the nline rientatin, yu ll be asked t create a passwrd. Enter yur temprary passwrd the last fur digits f yur scial security number fllwed immediately by the last tw digits f yur birth year. Example: If the last fur digits f yur SSN are 9540 and yur birth year is 1978, yur temprary passwrd wuld be 954078. Create a new passwrd by fllwing the prmpts. If yu dn t receive the welcme email within ne week, check yur email s junk r spam flder. If yu can t find the email, call the HR Service Center fr help. What if I dn t have a persnal email address? It s quick and simple t set up a persnal email address and it s free! Yu can use any ne f the many free email services available nline. Frm yur Internet brwser search page, enter Hw d I set up a free email accunt? Select yur preferred email prvider frm the search results. Fllw the instructins prvided t pen yur free email accunt. Remember t: Create a favrite r bkmark the email prvider s website. Yu ll return t this site t check yur email. Write dwn yur email address, username (if different) and passwrd. Send yur new persnal email address t yur hiring manager. 40
Dcumentatin Required During the nline rientatin, yu ll need t cmplete these required emplyment frms: persnal infrmatin, emplyment eligibility (I-9, Sectin 1), direct depsit, withhlding tax, emergency cntacts, wrk-related injuries, prir service and medical plan electin. Yu will need t have the fllwing items readily available t cmplete the I-9 frm nline. Yu are als required t bring the riginals t yur agency HR ffice fr verificatin f yur emplyment eligibility. Federal law requires that this riginal eligibility dcumentatin is verified by yur third day n the jb. U.S. Passprt -OR- Driver s License and Scial Security Card If yu d nt have any f these items, yu can prvide alternate dcumentatin. Frm www.myhrnline.state.pa.us > Frms > New Emplyee Frms, pen the Frm I-9 (page 5) t review the list f acceptable dcuments. In additin, yu shuld gather the fllwing infrmatin. Yu ll need yur financial institutin s ruting transit number and yur bank accunt number (either checking r savings) t set up the direct depsit f yur pay. Direct depsit is required fr all cmmnwealth emplyees. Gather the name, address and phne number f tw individuals wh shuld be reached in the event f an emergency. If applicable, prf yu paid either the Lcal Services Tax r the Occupatinal Privilege Tax fr the current tax year. If applicable, prf f any prir military service (DD-214). If applicable, prf f any prir state service and/r Pennsylvania public schl service. Timeline Reminders Befre yur start date (Day 1): Cmplete the required frms in the nline rientatin, Tur 1 Cmpleting the Hiring Prcess > Befre Yu Begin flder. Day 3: Deadline t cmplete the required plicy acknwledgements in the nline rientatin, Tur 1 Cmpleting the Hiring Prcess > Wrkplace Rules flder. Day 14: Deadline t cmplete the required secnd tur f the nline rientatin, Tur 2 Yur Jb with the Cmmnwealth. Additinal Respnsibilities Yur hiring manager shuld cntact yu t discuss yur first day n the jb. Feel free t cntact him r her (r yur agency HR ffice) with any questins befre yu arrive t wrk n yur emplyment start date. Cntact the HR Service Center if yu need help with the nline rientatin r have questins abut cmmnwealth benefits. Sn after yu begin yur jb, yu ll receive mandatry training enrllment ntificatins; please cmplete these requirements by the established deadlines. Yu shuld als cmplete the new emplyee nline surveys sent via email at 30 days and 6 mnths. This will allw us t cntinue imprving the rientatin prcess fr future new emplyees. 41