On-Boarding Process Working Deck

Agenda HR On-boarding Process for Employees HR On-boarding Process for Employees Key & ID Process Key & ID Process Service Desk Process Service Desk Process Visitors Office Visitors Office Summary / Next Steps Summary / Next Steps FTL Weekly2

Employee Checklist v 1.1 Identify Candidate 1.2 Interview Candidate 1.3 Extend Offer to Candidate 1.4 Candidate Accepts Offer 1.5 Candidate Submits Employment Forms 1.6 Candidate Arrives on-Site 1.7 Candidate Completes Orientation 1.8 Candidate Goes to Key & ID Notice to Records Employee Folder Computing Policy Payroll Auth

EBS PeopleSoftCNAS v 2.1 Complete Employee Folder (If known FN) IS Completes entry level CNAS data Complete CNAS Employee data entry Entry level PeopleSoft data Complete PeopleSoft Employee data “Computing Policy” Flag checked in PS 2.4 Synch Script Updates (PS to CNAS) 2.5 EBS Update of Employee Data 2.6 Activate employee responsibility in EBS name, citizenship, term end, host (if known) reason, scheduled start date FermiID, Name (F,L), Name, ID, empl pay type, dept code, salary, fermi job code, start date, term start/end date Access Request: reason for visit, site access, start date, end date, host, card type. (CNAS = “NEW”) exemptions, benefits data, tax, physical location, contact data approver, supervisor, timecard effective date, org, home project/task, % allocation, E/P, CB-elligible CBT, PTC, Remove End Date

CNAS v 3.1 Spreadsheet to Key & ID 3.2 Employee Arrives w/Payroll Auth 3.3 Lookup in CNAS (ACTIVE?) 3.4 Sync CNAS w/ Key & ID System 3.5 Takes Picture 3.6 Issues Badge ID End Date in CNAS ID Issue Date in CNAS

employment office identify candidate 2. Interview candidate 3. extend offer letter to candidate 4. accept (empl) (1 day to 2 weeks ++) 5. fiil out forms (empl) --> HR/Records 6. show up (empl) --> HR/Records 7. Orientation --> Key & ID HR/Records employee folder 2a. If known FN in advance, IS completes some of CNAS entry: name, citizenship, term end, host (if known) reason, scheduled start date. 2b. Update CNAS: FermiId, Name (F,L), Access request (reason for visit, site access, start date, end date, host, card type, (CNAS = “NEW”) 3a. Peoplesoft: Name, ID, empl pay type, dept code, salary, fermi job code, start date, term start/end date 3b. Peoplesoft: everything else - exemptions, benefits data, tax, physical location, contact data 3c. Signed “computing policy” received by HR, and flag checked in PS record 4. Synch script to CNAS (every 15 minutes ) / CNAS = “ACTIVE” 5. EBS: approver, supervisor, timecard effective date, org, home/ project/task code, percentage (h/p/t/code), E/P, CB-elligible, std conditions 6. EBS: CBT, PTC, Remove End Date

Employee to Visitor transition Access Request -sch_start_date -default is sys_date 2.Add Visitor to CNAS -Fermi_ID set to “N” (new) -Set to auto_activate 3.Terminate Employee in PS -w/effective_date = term_date_+1 -default is term_date 4.EBS / CNAS synch script -Looks for sch_start_date -(proposed change) Needs to look for term_date_+1 This still does not adhere to the letter of the DOE policy, as the person may still have 2 badges, or have a visitor badge in advance of scheduled start date. Users Office prints Badge Auth Form Key & ID Checks CNAS for “N” or “A” (still requires clarification)

Key & ID Spreadsheet from Records (advance notice) Employee arrives w/payroll authorization (received at orientation) Lookup in CNAS Synchs CNAD w/Key & ID System Takes Picture Issues Badge Enters ID Issue date --> Enters ID End date -->

Service Desk Computer account forms (done by supervisor) Kerberos account created (updated Active directory & services) account created