1. HR Information System Upgrade ONLINE ENGAGEMENT & ONBOARDING

2. HR Information System Upgrade – Online Engagement and Onboarding Welcome to today’s session on ONLINE ENGAGEMENT AND ONBOARDING Your Presenter is Leanne Cornwell (Team Leader Payroll Services) Session Objective By the end of the session you will have the ability to initiate an Online Engagement form for Sessional, Casual and Guest Lecturer staff. Session Outline In this session we will cover:  Log into the Staff Portal  Initiate an Online Engagement  Enter Applicant Details  Enter Job Information  Save for Later  Submit an Online Engagement

3. HR Information System Upgrade – Online Engagement and Onboarding  Engagement Form Workflow Process

4. HR Information System Upgrade – Online Engagement and Onboarding  Engagement Form Approval Workflow Process  NEW: Workflow Approval now has 2 approval steps to include Head/Financial delegate rather than 1 approver in the current system.

5. HR Information System Upgrade – Online Engagement and Onboarding  Individual employee records are created due to:

6. HR Information System Upgrade – Online Engagement and Onboarding  Where to find Engagement Form?  Log into the Staff Portal and click on My Staff Page (Fluid Interface) either via Employment or Key Services

7. HR Information System Upgrade – Online Engagement and Onboarding My Staff Page:  6 x “Fluid” Home Pages (for use on Mobile Phones, Tablets, and PCs)  Replaces Individual Links in Staff Portal  Function / Activity Based “Tiles” to select from each Menu Option  Navigate to ‘Time & Absence’ under ‘Recruitment’ click on Hire Casual/Sessional

8. HR Information System Upgrade – Online Engagement and Onboarding  The Online Engagement screen will show two tabs.  “Find an Existing value” which will list all current staff engagements that have been raised by you within your School or Department.  If you have raised an Online Engagement and have saved but not submitted the engagement, OR you wish to view the status of an engagement already submitted, click on “Search”  A list of employees will appear. From the list of employees, click on the Applicant ID of the relevant employee on the left hand side.

9. HR Information System Upgrade – Online Engagement and Onboarding  To raise a new engagement select the Add a New Value tab and select the Add button.

10. HR Information System Upgrade – Online Engagement and Onboarding  A new Online Engagement page will open as per below.  Note: It is an offence to employ a person who does not have the right to work in Australia. Please seek evidence of their work rights.  Note: It is important to know if the employee has a Griffith ID and this is entered, otherwise the employee will be sent unnecessary forms to complete as part of their onboarding.  Select if the person has a current Griffith ID: Current Staff, Previous Staff OR Current or Previous Student Number by ticking Yes or No.

11. HR Information System Upgrade – Online Engagement and Onboarding  If you select No to Griffith ID then proceed and enter in Personal Details.  The Personal Information for the employee (First name, Last Name, Email Address, Date of Birth, Gender, Address and Phone numbers) must be provided on the Engagement Form as this is the identification data which will be used for IT security access.  A new Online Engagement page will open as per below.

12. HR Information System Upgrade – Online Engagement and Onboarding  If you select Yes to Griffith ID the below will appear:  If the new Applicant has not reported to you previously you will be required to enter in the ID number

13. HR Information System Upgrade – Online Engagement and Onboarding  If the new Applicant has reported to you previously then select Yes and the below will appear for selection.  Click on the applicant that you require to use and the personal details information will default to the engagement form  Click on Continue

14. Engaging a Sessional Staff Member

15. HR Information System Upgrade – Online Engagement and Onboarding  Online Engagement form for a Sessional Employee  NEW: Course code selection is derived from the Student database plus we have added MISC

16. Engaging an Hourly Casual Staff Member

17. HR Information System Upgrade – Online Engagement and Onboarding  Online Engagement form for an Hourly Casual Employee

18. Engaging a Guest Lecturer

19. HR Information System Upgrade – Online Engagement and Onboarding  Online Engagement form for a Guest Lecturer

20. HR Information System Upgrade – Online Engagement and Onboarding VIEW FOR SESSIONAL SCHEDULES AND REPORT FOR SECRETARIES / SCHOOL ADMINISTRATIVE STAFF ONLY:  Select Team Sessional Schedules Fluid Tile  Your default Department will be available to select

21. HR Information System Upgrade – Online Engagement and Onboarding  When selecting the schedule from your list, there has been a change as the view for the course code is not available.  Report for the Secretary has been created to easily access so you can select the correct record. This will be in a format of a drop/drag pivot query.

22. HR Information System Upgrade – Online Engagement and Onboarding  My Reports tile will be available for all employee’s who have access to running the online engagement reports  Under Reports Homepage

23. HR Information System Upgrade – Online Engagement and Onboarding  Once the My Reports tile is clicked, you will be taken to the report list. Reports will appear based on the user security i.e. if user is not a School Admin Officer then the School Admin report will not be displayed in the list.

24. HR Information System Upgrade – Online Engagement and Onboarding  Once the School Admin clicks on the School Admin Report, report will open in new window as follows  Report will only display employees for the department that the school admin is responsible for  If required, left side faceted search can be used by user to narrow down the results  The report will be launched in collapsed version, user will need to click expand all to view the result grid  Reported is listed by employee preferred name. If school admin is responsible for multiple departments, department columns will be displayed  Details of an employee can be displayed by clicking on the count listed next to the employee

25. HR Information System Upgrade – Online Engagement and Onboarding

27. SECURITY SETUP for SESSIONALS ONLY: Heads of Elements to email Askhr@griffith.edu.au with a list of School Secretaries / Administrators they wish to be able to have access to the system. Please supply:Askhr@griffith.edu.au  Employee ID  Employee Name  Department code eg. AFE (please note if department has sub-departments then access will be granted to these automatically)  Dates for access NOTE: If you currently have access, this will be transferred to new system pre go-live

28. HR Information System Upgrade – Online Engagement and Onboarding ONBOARDING:

29. HR Information System Upgrade – Online Engagement and Onboarding TRANSITION:  All Online Engagements, Timesheets, Sessional Schedules and Variations, and Leave Applications must be approved and submitted by 5:00 p.m. Wednesday, 23 rd December 2015.  The system will be closed for the above transactions from Thursday, 24 th December 2015 to Friday 8 th January 2016 inclusive.  Re-open for processing on Monday 11 th January 2016.

30. HR Information System Upgrade – Online Engagement and Onboarding 30 More Information: User Guides: Available via the Website or Home Pages FAQ’s: HRIS Upgrade WebsiteHRIS Upgrade Website Queries: Email: askhr@griffith.edu.auaskhr@griffith.edu.au Phone: AskHR ext: 54011

31. HR Information System Upgrade – Online Engagement and Onboarding 31 Other Training Sessions available now are:  Recruitment and Onboarding  Online Adhoc Claims  Online Adhoc Claims (Campus Life)  Casual Timesheets https://intranet.secure.griffith.edu.au/university-administration/human- resource-management/hr-information-system-upgrade

32. Questions