1. HRMS Users Group 1:30 – 3:00 pm 06/03/10 Clark Center Auditorium
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2. Agenda – Valerie Beeman (15) – Kelly Wright (15) – Vicky Tran (15)
Onboarding Updates
– Valerie Beeman (15)
Payroll Updates
– Kelly Wright (15)
PeopleSoft Reminders/Updates
– Vicky Tran (15)
Trovix Recruitment Manager System
– Ingrid Hartmann (10)
06/03/10

3. Learning & Organizational Effectiveness
Onboarding Updates
Learning & Organizational Effectiveness
06/03/10

4. Update Topics Program Components Update
Results of Recent Survey to Hiring Managers, Supervisors
Support for those in a Coordinating Role
New Hire Site business cards
Print Guide for Hiring Managers
Help Needed from You
06/03/10

5. Program Components Update
Classroom
New Employee Orientation offered bi-monthly
Recently revised to allow more time for benefits presentation
Rehires do not need to attend if within 2 years of term date
Online
Stanford New Hire site
subscription list:
Tools for Hiring Managers
Online guide and new print Quick Start Guide
06/03/10

6. Results of Recent Survey to Hiring Managers, Supervisors
Invited 282 supervisors and managers who hired from 08/2009 thru 04/2010
81 responses (78 within first 24 hours)
Overall, results indicate frustration with the onboarding process
06/03/10

7. Survey: Use of New Hire Site
The majority of responders did not use the Stanford New Hire site as a reference when they last hired, because:
They hired prior to 11/2009, when the site was launched or
They didn’t know about the site/online tools
06/03/10

8. Survey: Areas Requiring Most Effort
32% said:
Accurately describing work processes and procedures
30% said:
Logistics, such as preparing work space, purchasing supplies/equipment, helping him/her get familiar with surroundings
29% said:
Helping the employee feel a sense of belonging, inclusion in the work group, team, or department
06/03/10

9. Survey: What Additional Help Needed?
49 detailed comments; these items were recurring:
Need the SUNet ID the first day; the wait for it delays EVERYTHING
Need lists with common contacts instead of referring employee to tons of different websites; a single point of contact in school/department
Info on how to coordinate with IT and Facilities for work space and technology so initial days of work aren’t lost
Have a “takes a village” approach; hiring manager can’t do everything
Training requirements for employees unclear; need a list
Need more support from HR
Lack of support or training for hiring manager; need checklists, templates, protocols
06/03/10

10. Manager’s Guide to Onboarding included in Stanford New Hire Site
06/03/10

11. Support for Those in a Coordinating Role
Stanford New Hire Site business cards
Include in offer letter/packet
Directs new employee to loads of information they can see at any time
Just let us know when you need more cards!
Send to
New Quick Start Guide for Hiring Managers
Brochures will be provided; give to hiring manager or supervisor when a job is filled OR
Refer to New Hire Site; PDF will be posted in the Mgr’s Guide to Onboarding section
06/03/10

12. Help Needed from You
Communicate about Stanford New Hire Site; new employees and hiring managers use it if they hear about it
Contact me if you can:
Send me a link to any new employee pages on your school, lab, VP area, or department sites (already have SLAC and SoM)
Volunteer to have your photo on the site; we need real Stanford employees on there!
06/03/10

13. Payroll Updates
06/03/10

14. Payroll Overview New Hire Tax Credits Auto-Termination Process
Supplemental Web Form
Retroactive Timecard Approvals
06/03/10

15. New Hire Tax Credits
The Hiring Incentives to Restore Employment (HIRE) Act, provides two new tax credits to employers who hire previously unemployed workers
To allow Stanford to claim the credit, new employees must complete a brief voluntary affidavit, the W-11 Form
06/03/10

16. New Hire Tax Credits Qualifying employees:
Hire date between Feb. 3 – Dec. 31, 2010
Not worked for anyone for more than 40 hours during the 60 day period prior to beginning employment
Faculty, staff, temporary, casual and postdoc employees
Stanford student employees are not eligible
Rehired employees, including former layoffs, are eligible as long as they meet all of the criteria above.
06/03/10

17. New Hire Tax Credits Qualified employment: Newly created positions
Existing positions vacated by:
Voluntary termination
Involuntary, for cause, termination
06/03/10

18. New Hire Tax Credits Please provide new employees with the W-11
06/03/10

19. Auto-Termination Process
Auto-termination process modified to be job record specific
Employee records auto-term if there has been no activity on the specific job and:
Three pay periods have elapsed – CSL, TMP paygroups
Eight pay periods have elapsed – STU paygroup
Submit contingent terminations as you learn of them using the termination spreadsheet
06/03/10

20. Supplemental Pay Web Form
Remarks field is now required
Remarks used by Payroll to audit transactions
Include a complete description in the Remarks
Example: Payment for overtime hours not recorded by the employee during the 5/15/10 pay period. Adjust Paid Time Entry recorded in Axess Timecard. Rmorgan –
Refer to the Prescribed Earn Code Usage document to select the appropriate code
06/03/10

21. Retroactive Timecard Approvals
Electronic timecard approval is now available for closed pay periods
If the TLS/TLA has not approved the timecard, s/he will see two new approval buttons
‘Approve – Retroactive’ if the timecard is accurate and complete
‘Approve with Corrections’ if the timecard requires modification
Adjust Paid Time will automatically launch
Coordinate the correction with the employee and your TLA
Retroactive approvals appear on the Axess Timecard Approval Report in ReportMart1
06/03/10

22. Retroactive Timecard Approvals
Continue to recommend that timecard approvals be completed prior to the approval deadline
Especially critical for non-exempt and hourly-paid employees as timecard entry errors can result in under- or over-payments and accounting errors
However, it is required that supervisors review and approve time and/or leave records for their employees
This enhancement has been introduced to allow for electronic approvals even if the approval is outside of the normal cycle
06/03/10

23. Retroactive Timecard Approvals Achieve a Perfect Approver Score
Retrieve your employee list in Axess Timecard
Navigating through Previous Time Periods, find records that are missing your approval
Auto-termination process modified to be job record specific
Review the timecards missing your approval
Retroactively approve the timecards
Consult with the employee, and your department TLA, if corrections are necessary
06/03/10

24. PeopleSoft Updates and Reminders
HR Information Systems
06/03/10

25. PeopleSoft Overview PeopleSoft Tool 8.5 Look and Feel Search Match
Authority Manager-Access Revoked
Mail Code/Work Number
06/03/10

26. PeopleSoft Tool 8.5 Look and Feel
New Axess header to match the University guidelines
A user addressed welcome message on the Axess header
When clicking on the “I agree to the above” statement on the PeopleSoft tab, it will no longer open a new PeopleSoft application window
When clicking on the “Home” link in the PeopleSoft application, it will take you back to the Axess portal PeopleSoft tab
When clicking on the “Logoff” link, it will log you out from both Axess & PeopleSoft
Projected to Go-Live July 4th
06/03/10

27. PeopleSoft Tool 8.5 Look and Feel
Axess portal
06/03/10

28. PeopleSoft Tool 8.5 Look and Feel
When entering data into a field, the system will display a list of values that are within range of the value being entered (e.g., Position Number, Pay Group)
06/03/10

29. Duplicate IDs/ Search Match
Integration of RegAdmin in Search Match
Since November 2009
PeopleSoft Search Match includes all records previously stored in Registry, SLAC and Hospital
BEFORE creating a Hire transaction, PeopleSoft Search Match must always be conducted to determine if the candidate being hired has an existing ID number
We highly recommend using National ID (SSN ) as the search criteria
If the result from the search indicate that the candidate has an existing ID, you must use this ID in the University ID field when loading the Hire web form
SUNet ID sponsorships should not be done until the candidate has been hired in PeopleSoft
Collaborate with other colleagues who are processing transactions for other affiliate types (e.g., Post Docs, Visitors, etc.)
06/03/10

30. Search Match EmpllD in Registry, but not in PeopleSoft
The example below illustrates a contractor who has a SUNet ID , but does not have a PeopleSoft job
06/03/10

31. Search Match EmpllD in PeopleSoft, but not in Registry
The example below illustrates an applicant who was issued an ID as a result of applying for admission, but not in the Registry
06/03/10

32. Search Match Search results return 2 EmpllDs for an employee
The information on the Detail link will identify the EmpllD that has been inactivated and should not be used
If a person has two EmplIDs (neither of which has been marked as a bad number), submit a PeopleSoft HRMS HelpSU ticket
HR Information Systems will determine the correct number to use
06/03/10

33. Search Match
Do not use the Bad Number for the hire
06/03/10

34. Authority Manager – Access Revoked
What type of PeopleSoft transactions will cause a user’s authority to be revoked?
Job Data transactions with an Action type of ‘Leave of Absence (LOA)’ and/or ‘Release a Job Record’ created with a future effective date
When releasing a job record, you must wait until the employee’s actual last day worked
PeopleSoft authority is revoked based on previously identified ‘Action’ types rather than on an effective date
Position Management transactions with a Reason type of ‘REO-Reorganization’ and/or ‘OWN-Change of Ownership’, that require a row to feed to the employee’s Job Data record
Prior to processing the transaction, review the employee’s current authority
The user’s authority will need to be updated accordingly after the Position Management update has occurred
What is being done to improve this process?
A committee has been formed to discuss the Authority Manager process
06/03/10

35. Mail Code/Work Number ReportMart1 Mail Code/Work Number Changes
Mail Code/Work Number updates made in StanfordYou will not feed over to PeopleSoft
PeopleSoft Mail Code/Work Number Updates
Navigation: Job Data  Employment Data link
Multiple Jobs Report
Available in late June
Navigation: HR, Payroll, Benefits Systems  Job Information Multiple Jobs Report
ReportMart1
06/03/10

36. Trovix Recruitment Manager System Version 3.0.3
Office of Staff Employment
06/03/10

37. Trovix Overview
“Trovix System” page located on the ose.stanford.edu web site
Updated FAQs about Entering Disposition Data in the Trovix Recruitment Manager System
New Question on FAQs
Questions
06/03/10
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38. “Trovix System” page Located at http://ose.stanford.edu/trovix/
Visit the “Trovix System” page to review Job Aids & FAQs
06/03/10
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39. “Trovix System” page
OSE Offers Training: Online, Classroom, or One-on-one
Call to set up an appointment
Contact Ingrid Hartmann, ATS Specialist for Assistance at
06/03/10
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40. Updated FAQs
Updated the FAQs about Candidate Resume Review & Candidate Interview Results
06/03/10
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41. New Question on FAQs
Q2. How should my disposition data look after the recruiting process has been completed?
Candidates who were phone screened or interviewed for the position should be left in one of the following statuses:
Screen
Interview 1
Interview 2
06/03/10
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42. New Question on FAQs
b) Candidates who were not considered for the position should have a Status & Reason code
Not A Fit (requires a Reason code)
Not Available (requires a Reason code)
06/03/10
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43. Questions
06/03/10
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