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COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Enhancing (and Accelerating) the New Hire Experience RECONNECT July 24, 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Agenda 1.Welcome and Introductions Scott Antin, VP Business Development Paul Taylor, President and CEO 2.Demonstration – ePAF™ automated hiring process 3.Intro to Gideon Taylor and GT eForms ™ 4.Onboarding Trends and Opportunities 5.Demonstration – GT OnBoarding™ 6.Q & A
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED New Baby on Board
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED GT eForms™ Demonstration Hire
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Gideon Taylor Consulting Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education and government organizations. GT’s mission is to revolutionize business processes through the use of automation, integration and electronic forms technology. GT’s vision is to help businesses create solutions that realize the full value of their ERP technology platform investments. Founded in 2001 by Paul Taylor, Original creator of GT eForms™ and ePAF™
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED The Products We Bring GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and manage: o Custom Self-Service Applications and Electronic Forms o Workflow, Notifications, Approvals and Electronic Signatures o Service-Oriented Architecture (SOA) Integrations ePAF™ – Suite of pre-developed eForm templates for personnel actions, including: o Hires, rehires, transfers, additional jobs o Pay changes, promotions / demotions, FTE changes, funding changes, data changes, position changes o Terminations, retirement, leaves of absence GT Expenses – Integrated end-to-end expense solution from request to reimbursement o Travel request and advance approvals; Itemized claims for travel and non-travel expenses o Seamless integration with payroll and accounts payable for automated reimbursement Journal Voucher eForm – Easily create a Journal Voucher to update the general ledger Vendor Add/Update eForm – User-friendly form to add or update existing vendors Experience Consulting Methods Functionally Managed Products Enterprise License Community Solution Sharing Grade Change eForm – Automates process to adjust grades after final grades have been posted Academic Record Change eForm – Automated process to add/drop/withdraw from class after standard period has expired GT eForm Library – Growing compendium of pre-developed eForm Templates for HR, Financials, Supply Chain and Campus Solutions
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED HCM Financials/Supply Chain Campus Solutions GT eForms™ Library for PeopleSoft GT ePAF™ GT OnBoarding™ GT eVoucher™ GT Paperless I-9™ GT E-Verify Integration™ GT Personnel eFile™ GT eTime™ GT ePost™ Security eForm Overtime eForm Non-Tuition Fee Request eForm Merit eForm Reports To eForm Leave Cash-Out eForm Additional Pay eForm Undergrad Academic Record Change E-Degree Certification Description Faculty Discipline Description Faculty Teaching Certification Graduate Status Change Thesis and Dissertation Release Option Travel Fellowship Application Travel Fellowship Expense Report Expense Approval Expense Reimbursement Readmission Application Grade Change Course Add/Drop/Withdraw Faculty Promotion/Tenure Credit Card Reconciliation Vendor Add/Update Journal Voucher Delegation eForm
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Representative Clients
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED A GT eForms™ Cheat Sheet Leverage existing valid values and system edits Use existing hardware and software architecture Integrated with delivered PeopleSoft workflow capabilities, including PeopleSoft user workflow profiles Easy query, reporting and analytic capabilities Bolt-on workflow framework and toolset for PeopleSoft Built 100% in PeopleTools – Familiar toolset for your development team Native, real-time access to PeopleSoft data, including employee, student, and financial data – no external interfaces to maintain! Leverage existing PeopleSoft security
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED If you remember nothing else…! Limits
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED First, take a stack of forms…
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Add a liberal amount of documentation…
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED And, VOILA…you’ve got onboarding! Welcome Aboard!!Welcome Aboard!!
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Three Major Components of Onboarding 1)Forms Management – collecting, tracking, and managing all internal and external new hire forms 2)Tasks Management – ensure all activities around onboarding the new hire are completed, including activities such as meeting with managers, receiving a computer, and gaining access to systems 3)Socialization – engages new hires in the company culture and provides personal information to individuals in order to create a positive experience Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Timeframe for Onboarding 90% of organizations believe that employees make their decision to stay within the first year. 14% 16% 21% 29% 15% 5% Tactical Strategic Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED The Impact of Effective Onboarding Definition of Maturity Class Mean Class Performance Best-in-Class: Top 20% (of aggregate performance scorers) 91% of first-year employees were retained 62% of employees hired in the last 12 months met first performance milestones on time 33% year-over-year improvement in hiring manager satisfaction Industry Average: Middle 50% 70% of first-year employees were retained 29% of employees hired in the last 12 months met first performance milestones on time 11% year-over-year improvement in hiring manager satisfaction Laggard: Bottom 30% 30% of first-year employees were retained 17% of employees hired in the last 12 months met first performance milestones on time 3% year-over-year improvement in hiring manager satisfaction Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Characteristics of ‘Best-in-Class’ Organizations Top 20% of 230 Respondents: Deep commitment to align onboarding to overall business objectives Combination of both tactical and strategic onboarding initiatives to drive productivity and engagement Investment in world-class technology throughout the onboarding process Integration between onboarding and other areas of talent management, including recruitment, performance, and learning and development functions Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Onboarding Strategies: Tactical vs. Strategic 60% 49% 61% 34% 39% Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Onboarding Automation 48% of organizations plan to increase their investment in onboarding technology this year, compared to 24% in 2012. 13% 34% 54% Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED The Challenges of Onboarding TOO MUCH PAPER – Forms to print, forms to complete, forms to route, forms to review, forms to approve, forms to file Inconsistent – Processes can vary from department to department, office to office, person to person Incomplete – Difficult to track all forms and processes Managing multiple hiring packets – Different forms and processes for different positions, departments, etc. Slow turnaround – Forms routing and processing can take days or even weeks
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Sample Automation for Hire and Onboarding Candidate applies for position Recruiter selects Candidate for Hire Auto-Start Onboarding Checklist; sends email to New Employee Auto-Start Hire eForm, Creates EmplID Onboarding complete! New Employee completes Onboarding eForms Hire is Authorized; Creates Job Data GT Robot User enters W-4, Dir Dep, I-9 into PeopleSoft W-4, Dir Deposit, I-9 eForms get approved Person Data eForm updates PeopleSoft Approver Routes through Hire Approvers Checklist set to AUTHORIZED when complete
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED GT eForms™ Demonstration GT OnBoarding™
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED What can YOU do with GT OnBoarding™? Welcome Pagelet – Welcome video and letter, introductory information, etc. Onboarding Checklist Pagelet – Required ‘New Employee’ eForms with links to launch them, graphical completion and approval status, due dates, etc. Employment Eligibility Verification (I-9 / E-Verify) Federal and State Withholding (W-4, etc.) Direct Deposit Employee acknowledgements, confidentiality agreements, etc. Essential Reading Pagelet – Employment policies and handbooks links Flexible, integrated, portal-based eForms solution to manage the entire onboarding process…
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Message Center Pagelet – An interface allowing the new employee to communicate directly with context-selected help staff via email, IM or social media. Department Pagelet – Context-sensitive content from the new employee’s department, division or facility. Could include contact information, policy links, tutorials, etc. Local Information Pagelet – Helpful information to help the new employee feel at home….“Things to Do Nearby”, “On-Campus Programs and Resources”, “Local Weather”, “Campus Map”, etc. Individualize the ‘New Hire Experience’ – Customize the ‘New Hire Packet’ by role, department, campus, etc. What can YOU do with GT OnBoarding™?
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Linking Onboarding to Learning 52% 32% 22% 26% 19% 12% Source: Aberdeen Group, March 2013
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Opportunities for GT eForms™ integration… GT OnBoarding™ Talent Management Learning and Development Performance Management Recruiting/ Hire Data
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Reaping the Benefits Bottom-Line Impact! U Utah: 88% decrease in over/comp time first 6 months Better and faster results U Houston: Average process time from 15 days to 3 days Less human effort U Florida: 75% reduction in total human effort More replicable business processes U Florida: Error rate from 68% to 1%
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Easier to train users U Florida: Reduced PAF training from 8 hours to 1½ hours Easier to audit OUHSC: Internal auditors praised solution for ease of oversight Storage / retrieval / permanence U Utah: Eliminated vexing problem of HR forms lost in routing Green Savings – Reduced paper / material / storage costs BYU: Went from seven huge paper filing systems to one Reaping the Benefits
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Questions?
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Contact Information Scott Antin VP Business Development Offc: 651.207.6599 Cell: 651.271.3827 firstname.lastname@example.org www.gideontaylor.com Paul Taylor President / CEO Offc: 801.434.7260 email@example.com www.gideontaylor.com
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Credit where credit is due… Photo Credits Missouri Southern OrlandoLawyer Steven+Allison Hoober wstrachan1 dailyamazon cheesy42 teachandlearn Edinburghcityofprint bramick CalBizCentral natalie_todd_photography GHG Photo mistyeiz
COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Automate THIS! Flexible Workflow Solutions for ANY Business Process Alliance Conference.
COPYRIGHT © 2014 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED eForms Gone Wild: Workflow, WorkCenters and Rampant Productivity! March 11, 2014 Session.
Workflow Finally Gets Easy Build Setup-Based Routings with GT eForms™ 2.8 Session #26907 March 24, 2009 Anaheim, California.
COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Down the Rabbit Hole: Electronic Forms and Business Process Automation Regional HEUG Conference.
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COPYRIGHT © 2008 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Saturday, October 11, 2014 Gt eForms Library.
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