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HR Hiring - Onboarding Bill Hahn's Examples. May 1, 2015 2 HR Hiring - Onboarding Select Candidate Inform Recruiter Establish Compensation Package Establish.

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Presentation on theme: "HR Hiring - Onboarding Bill Hahn's Examples. May 1, 2015 2 HR Hiring - Onboarding Select Candidate Inform Recruiter Establish Compensation Package Establish."— Presentation transcript:

1 HR Hiring - Onboarding Bill Hahn's Examples

2 May 1, HR Hiring - Onboarding Select Candidate Inform Recruiter Establish Compensation Package Establish Start Date Background Check Criminal Record Check Drug Screen Manulife Review Activity Offer Create Offer Letter Transmit Offer Letter Accept Offer Add Candidate To HR Records Input Employee Information into Database Request Equipment Request Workspace Request Access Badge Set Employee Status To Active Orientation New Hire Orientation Class Benefits Overview Class Provide Orientation CD Watch Orientation CD Complete Forms Begin Work Meet Manager Obtain Access Badge Obtain Equipment Go To Workspace

3 May 1, Background Check Criminal Record Check Public Record Search Review Results Drug Screen Screening Visit Process Sample Manulife Review Activity

4 May 1, Orientation New Hire Orientation Class Benefits Overview Class Provide Orientation CD Watch Orientation CD Complete Forms Complete I-9 Complete Tax Forms Complete Benefits Forms Submit Forms To HR

5 Appendix

6 May 1, HR Hiring - Onboarding Description Inputs Open Position Problems This process is initiated directly from our Recruiting Process. The focus of this process is to on-board employees as fast and painlessly as possible! It is essential that all steps are followed and that the key inputs and outputs are delivered. We will on-board several hundred people in We have revised the process to eliminate many of our past problems - like missing information at key points in the process, uncertain hand-offs between teams, incorrectly keyed data. Outputs Filled Position No problems identified for this activity

7 May 1, Select Candidate Description Inputs Initial Hire Decision Problems The purpose of this step is the begin closing out the new hire requisition. Once the candidate is selected, we need to close the requisition, establish compensation, and a start date. Outputs Background Check Forms No problems identified for this activity

8 May 1, Select Candidate > Inform Recruiter Description Participants Recruiter Inputs Final Hire Decision Problems Once we have settled on the right candidate, we need to update our recruiters so that they know the position is filled. This is also the trigger for them generating an invoice to us for their placement services. For this reason, it is essential that all communication with Recruiters is managed by the Human Resources team. We have agreed with all of our Recruiters that we will notify them at the end of each week. NOTE: Recruiters may not contact Hiring Managers directly! It is essential they work with their Human Resources contact. Outputs Requisition Close to Recruiter No problems identified for this activity

9 May 1, Select Candidate > Establish Compensation Package Description Participants Candidate Inputs Acceptable Salary Range from Finance Acceptable Stock Grant range from Finance Internal Department Budget Problems Hiring Managers must submit the Standard Compensation Form that indicates proposed Salary, Stock Options (if applicable), Bonus Potential (if applicable). Note that it is the Hiring Manager's responsibility to confirm that proposed compensation is appropriate according to the established Salary Ranges. This is the key input document for the manager to complete this work.Hiring Managers must submit the Standard Compensation Form that indicates proposed Salary, Stock Options (if applicable), Bonus Potential (if applicable). Note that it is the Hiring Manager's responsibility to confirm that proposed compensation is appropriate according to the established Salary Ranges. This is the key input document for the manager to complete this work. Outputs Compensation package Didn't receive range, instead receive initial level from Finance

10 May 1, Select Candidate > Establish Start Date Description Participants Candidate Inputs Manager calendar Requested start date from candidate Offer letter Problems Start dates may be from 2 to 4 weeks at the approval of hiring manager. Should start dates need to be more then 4 weeks out, approval from HR is required. NOTE: Start date must be a part of the Offer Letter. Outputs Start Date Manager is not always available on requested start date

11 May 1, Background Check Description Inputs Background Check Forms Approval from HR for processing costs Release Form signed by Candidate Problems We have outsourced all of our background check work to Info Cubic (www.infocubic.net). In general, our negotiated turn-around times are between hours. For confidentiality reasons, all results are coordinated and communicated by Human Resources. Our Hiring Managers are prohibited from contacting Info Cubic directly. Today, we conduct two main checks:www.infocubic.net Criminal Records Drug Screens In the future, we may consider Financial Checks (Bankruptcy, Credit) for certain job positions. Outputs Cleared Criminal Record Check Cleared Drug Screen Approval of Human Resources Turn around times create risk for offer

12 May 1, Background Check > Criminal Record Check Description Inputs Request for Background Check Approval from HR for processing costs Release Form signed by Candidate Problems Criminal record check is needed to ensure private and confidential information is not passed to someone who is at risk of misusing this information. This is a serious risk to the company and must be undertaken with a high level of scrutiny. Outputs Pass/Fail Notice Summary Review for Hiring Manager Miskeyed Employee Data

13 May 1, Background Check > Criminal Record Check > Public Record Search Description Participants Background Check Vendor Inputs Release Form signed by Candidate Problems The scope of this search is State and Federal. These are separate databases and Info Cubic manages conducting these searches and providing a standard report back to us. Note that all offenses will be noted on the report - including Misdemeanors and Felonies. Since the scope of the search is US only, foreign employee checks are not presently covered. Outputs Criminal Check Results No problems identified for this activity

14 May 1, Background Check > Criminal Record Check > Review Results Description Participants Recruiter Inputs Pass/Fail Notice Problems No failures of public record search are allowed. Under special consideration by HR, can a candidate be hired with a failure. Outputs Summary Review for Hiring Manager No problems identified for this activity

15 May 1, Background Check > Drug Screen Description Inputs Release Form signed by Candidate Problems Info Cubic provides the following drug screening for us: Oral Fluid Testing Oral fluid collection devices, where a swab is used to collect a saliva sample, allow for specimen collection at any time or any place, helping to simplify the collection process while preserving the donor's dignity. Since the sample is collected under direct supervision, the chance for specimen adulteration is greatly reduced. Intercept is one such product that can be used to accurately detect the 5 most common classes of drugs, including Ecstasy. For more information, please see eedrugscreening.html eedrugscreening.html Outputs Toxicology Report Delays in communication results in delays in screening

16 May 1, Background Check > Drug Screen > Screening Visit Description Participants Candidate Inputs Candidate Instructions Schedule time for visit Directions to Screening Firm Problems The candidate will need to visit an Info Cubic facility (managed by Quest Diagnostics). Here is the facility locator website that we can provide to all candidates: sp/hcp_psc_index.jsp Outputs Sample No problems identified for this activity

17 May 1, Background Check > Drug Screen > Process Sample Description Participants Screening Firm Inputs Sample Problems Results reported within 24 to 72 hours All substance abuse specimens submitted to Info Cubic are initially tested using the enzyme immunoassay (EIA) screening technique. This objective method is both computerized and automated to ensure reliable results and industry-leading turnaround times. Info Cubic delivers all results directly back to Human Resources, who is then responsible for communicating the result to the Hiring Manager of the prospective candidate. Outputs Toxicology Report No problems identified for this activity

18 May 1, Background Check > Manulife Review Activity Description Participants Hiring Manager Inputs Pass/Fail Notice (Criminal) Pass/Fail Notice (Drug Screen) Summary Review for Hiring Manager Problems No failures of drug screen record search are allowed. The candidate may provide explanation for failures do to legal drug use. Such examples must be provided in writing by a doctor. Outputs Approval of Hiring Manager to hire No problems identified for this activity

19 May 1, Offer Description Inputs Approval of Hiring Manager to hire Problems The creation and transmitting of the offer letter is a very time sensitive step. Make sure that this is completed as quickly as possible. Delays could result in losing a candidate due to another offer or loss of headcount should the company situation change. It is best to complete this step as quickly as possible. All offers are valid for a maximum of 2 weeks from received date but the company reserves the right to nullify the offer before it is accepted by the candidate. Outputs Accepted Offer No problems identified for this activity

20 May 1, Offer > Create Offer Letter Description Participants Hiring Manager Inputs Final Compensation Package Problems The offer letter must follow the standard template. The template can be found on the network drive: \\intdrive\human resources\hiring\offer letter template.doc \\intdrive\human resources\hiring\offer letter template.doc The offer letter must have the 6 primary pieces of information on it: 1.Salary 2.Bonus structure 3.Stock Options (note: options structure is a company wide standard policy and can be found on stock options documentation) 4.Start date 5.Name of candidate 6.Title of candidate Outputs Offer Letter Manager doesn't always write letter quickly (no standard format) Need a way to capture more details about offer in a standardized format Audit requirements dictate offer expiration tracking

21 May 1, Offer > Transmit Offer Letter Description Participants Hiring Manager Inputs No inputs identified for this activity Problems Offer letters must be sent through overnight shipping. Fedex is currently our carrier for all overnight deliveries. HR can print an overnight label that will charge the delivery costs to the companies account. To facilitate faster turn around, include 2 copies of the letter: one to be returned and one for the candidate to keep. NOTE: Make sure to include a return overnight envelope. HR will provide a return envelope. Outputs No outputs identified for this activity Miskeyed Employee Data Lag in offer letter delays processing time for HR Candidate uncomfortable with lag in sending offer letter

22 May 1, Offer > Accept Offer Description Participants Candidate Inputs Offer Letter Problems Once candidate accepts offer, make sure they return the signed letter by overnight mail. An offer is not legally considered accepted until the signed document is return to us. No copies are allowed. We must have the original signature. Outputs Signed Offer Letter Candidate Takes Longer Than 1 Week To Respond

23 May 1, Add Candidate To HR Records Description Inputs Signed Offer Letter Problems This step is required to make the necessary requests for equipment, workspace, and benefits. Please double check all inputs as errors can result in unfulfillable requests. Incorrect personal information can also results in denial of health benefits. Outputs New Hire Pacakge No problems identified for this activity

24 May 1, Add Candidate To HR Records > Input Employee Information into Database Description Participants HR Docs Team Inputs Employee Address SSN Emergency Contact Info Salary Stock Grants Banking information for Direct Deposit Problems All information must be entered in the HR system. Please use the original application data received at time of candidate interview. Any incorrect information will result in delay to the processing including first payroll check. All key profiles must be completed: Personal Information, Payroll, & Office Information Outputs Employee Number Miskeyed Employee Data

25 May 1, Add Candidate To HR Records > Request Equipment Description Participants HR Specialist Inputs Job Title Special Software Needs (e.g. Graphic Design package) Laptop or Desktop Computer Mobile phone - include statement about whether Blackberry needed Problems Once the Office Information profile is completed, submit the request for computer and other equipment needs to IT. This section cannot be completed without the proper information completed in HR systems. If information is missing or incorrect then there will be delays to the equipment request. Outputs Order Confirmation with Delivery Date 48 Hour Lag In New Employee Data Feed

26 May 1, Add Candidate To HR Records > Request Workspace Description Participants Facilities Team Inputs Department Level (office or cube) Special Needs Problems Once the Office Information profile is completed, submit the request for the workspace to facilities. Request must be made as soon as possible to ensure the proper location is reserved. Outputs Location of office/cube 48 Hour Lag In New Employee Data Feed

27 May 1, Add Candidate To HR Records > Request Access Badge Description Participants Facilities Team Inputs Level Approval for Site Access Site Access Restrictions (times & locations) Problems Fill out the access badge form and submit to facilities. Badge access should be filled out at least 1 week in advance in case there are no available badges on hand. Certain data on the form requires hiring manager approval: building access times & security clearance. All badges must be within the standard access profiles. Outputs Access Badge 48 Hour Lag In New Employee Data Feed

28 May 1, Add Candidate To HR Records > Set Employee Status To Active Description Participants HR Docs Team Inputs Cleared Checklist Employee Address Problems Once all request are completed and information is entered into the HR systems, set the employee status to active. This step is important as it will automatically put the employee in all the financial and flow down HR systems. They will now show up on all employee reports created such as internal surveys, vacation tracking, and attendance. Outputs New Hire Package No problems identified for this activity

29 May 1, Orientation Description Inputs New hire in HR records Problems The purpose of orientation is to familiarize the new hire with the basic company policies. It is available in a 1 day onsite orientation class or a CD for offsite orientation. Outputs Completed Benefits Forms Completed Stock Grant forms No problems identified for this activity

30 May 1, Orientation > Orientation Location Description Inputs Orientation location Problems Orientation can be held onsite or offsite. If the employee is moving from another city, company policy requires them to complete the offsite orientation. For executive levels orientations are to be held onsite, regardless. Under special approval from department heads, non-executive level employee hires can be flown in for onsite orientations Outputs Onsite or Offsite decision No problems identified for this activity

31 May 1, Orientation > New Hire Orientation Class Description Participants Candidate Inputs No inputs identified for this activity Problems The purpose of this class is to familiarize the new hire with the basic company policies. Usual time for this class is 3-4 hours including breaks. There are no required documentation due after the completion of the class. New hire orientation must cover: 1.Company security policy 2.Payroll scheduling 3.Emergency situations 4.Dress code 5.Workplace harassment policy 6.Acceptable behavior policy Outputs No outputs identified for this activity 48 Hour Lag In New Employee Data Feed

32 May 1, Orientation > Benefits Overview Class Description Participants Candidate Inputs No inputs identified for this activity Problems The purpose of this class is to familiarize the new hire with the benefits and options policies. Usual time for this class is 2-3 hours including breaks. Required documentation due after the completion of the class are the health benefits sign ups. Make sure new hires are aware that documentation is due on the 3rd day after starting day. Any later submission may result in missed enrollment of benefits until next open enrollment period. Benefits orientation must cover: 1.Health insurance paperwork walk through 2.Stock options summary 3.401k paperwork walk through 4.Workplace harassment policy Outputs No outputs identified for this activity No problems identified for this activity

33 May 1, Orientation > Complete Forms Description Inputs I-9 Form Tax Forms Benefits Enrollments Forms Problems The focus of these activities is to get our newest employees oriented about a couple of key areas. One of the crucial things to ensure is that employees bring all the right documentation with them for this orientation. As noted in the inputs, this means it is essential for them to have: Driver's license AND Social Security Card OR Passport or Green Card NOTE: All forms must be completed by the latest 3rd business day after start date Outputs Completed I-9 Form Completed Tax Forms Completed Benefits Enrollments Forms No problems identified for this activity

34 May 1, Orientation > Complete Forms > Complete I-9 Description Participants Candidate Inputs No inputs identified for this activity Problems An I-9 provides proof of employee's right to work in the US. In addition to completing the form, the employee must also provide: A passport: If an employee presents a passport, expired or not, then just complete the information under List A. Have the employee complete and sign his or her part. A driver's license and a social security card: The driver's license verifies the identity and the SSN card verifies the right to work in the US. Just complete the information under List B (driver's license) and List C (S.S. card), have the employee complete his or her part, and you're done! Outputs Completed I-9 form Employee does not have proper documents

35 May 1, Orientation > Complete Forms > Complete Tax Forms Description Participants Candidate Inputs No inputs identified for this activity Problems Required documentation needed for to exclude tax from paychecks. Delays may impact arrival of paycheck to employee and potentially result in additional fees to the company and/or employee. Outputs No outputs identified for this activity No problems identified for this activity

36 May 1, Orientation > Complete Forms > Complete Benefits Forms Description Participants Candidate Inputs No inputs identified for this activity Problems There are several key benefits forms to complete: Medical (www.bcbs.com)www.bcbs.com Dental (www.metlife.com)www.metlife.com 401K (www.fidelity.com/401K)www.fidelity.com/401K Supplementary Life (www.mutualofomaha.com)www.mutualofomaha.com All of these must be completed during Orientation. If the employee chooses not to participate in any of the programs, they still need to fill out a form indicating that they have reviewed their options and are choosing not to participate. Outputs No outputs identified for this activity 48 Hour Lag In New Employee Data Feed

37 May 1, Orientation > Complete Forms > Submit Forms To HR Description Participants Candidate Inputs No inputs identified for this activity Problems Forms must be dropped by the HR office. Make sure new hires know to submit forms personally. Once submitted, HR should file forms immediately and record in HR systems that the forms have been submitted. The established turn around time is 2 days maximum to input all information into the systems. We must submit to suppliers within 1 week. Outputs No outputs identified for this activity No problems identified for this activity

38 May 1, Orientation > Provide Orientation CD Description Inputs Employee Address Problems In the absence of an onsite class, new hires can complete the orientation CD to cover all the same topics. Orientation CD is 1 CD along with documentation (see below). Outputs Orientation CD No problems identified for this activity

39 May 1, Orientation > Watch Orientation CD Description Participants Candidate Inputs Orientation CD Problems Candidate should watch CD as soon as possible. If any additional questions exists, they can HR to get answers. Outputs No outputs identified for this activity No problems identified for this activity

40 May 1, Begin Work Description Inputs No inputs identified for this activity Problems Make sure that HR or Hiring manager has previously agreed upon time to show up and is available to meet them in the morning. Outputs No outputs identified for this activity No problems identified for this activity

41 May 1, Begin Work > Meet Manager Description Participants Hiring Manager Inputs No inputs identified for this activity Problems Hiring Manager will show them around the office and show them to their desk. Perform introductions as needed. Outputs No outputs identified for this activity No problems identified for this activity

42 May 1, Begin Work > Obtain Access Badge Description Participants Hiring Manager Inputs Completed Access Badge Request Problems Access badge should be at front desk (provided by facilities). Picture not needed. If access badge is not available, use visitor badge as temporary access. Outputs Access Badge 48 Hour Lag In New Employee Data Feed Miskeyed Employee Data

43 May 1, Begin Work > Obtain Equipment Description Participants Hiring Manager Inputs Completed Workspace Request Problems IT support should have computer equipment already setup at desk. If not there, immediately contact IT support. Loaner computers can be used for temporary access if needed. Outputs No outputs identified for this activity 48 Hour Lag In New Employee Data Feed

44 May 1, Begin Work > Go To Workspace Description Participants Candidate Inputs No inputs identified for this activity Problems On the way to work place, show general office areas so that if the new hire has any difficulties or questions they know where to go to ask for help. Make sure to tell them the access code for the bathroom. Outputs No outputs identified for this activity No problems identified for this activity


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