Confidential – Oracle Internal/Restricted/Highly Restricted

Confidential – Oracle Internal/Restricted/Highly Restricted

HCM Cloud: Getting Started with the New Onboarding Experience
TRN 6459 Amy Kust HCM Cloud Delivery Lead Oracle University October 22, 2018 Confidential – Oracle Internal/Restricted/Highly Restricted

Safe Harbor Statement The following is intended to outline our general product direction. It is intended for information purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and should not be relied upon in making purchasing decisions. The development, release, timing, and pricing of any features or functionality described for Oracle’s products may change and remains at the sole discretion of Oracle Corporation. Confidential – Oracle Internal/Restricted/Highly Restricted

Program Agenda Oracle HCM Onboarding Overview Onboarding Setup Using Onboarding Checklists Onboarding Additional Resources 1 2 3 4 Confidential – Oracle Internal/Restricted/Highly Restricted

Program Agenda with Highlight
1 Oracle HCM Onboarding Overview Onboarding Setup Using Onboarding Checklists Onboarding Additional Resources 2 3 4 Confidential – Oracle Internal/Restricted/Highly Restricted

Oracle HCM Cloud Onboarding Overview
Onboarding functionality is part of HCM Cloud: Global Human Resources (Core HR) Onboarding uses (existing) HCM Checklists HCM Checklists have been available since V1 HCM Checklists enhanced in 18A, 18B 18C to support Onboarding functionality Pending worker required for Preboarding Oracle Recruiting Cloud fully integrated Entire HCM Cloud fully integrated Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Module is available at Employee, Manager, HR Representative levels to perform respective task Based on the Task configuration it could be performed by Employee, Manager, HR Rep, Union Rep, Payroll Rep. Task could be a manual, Accessing External Site, Video, Configurable Form or Page with in HCM Application. Tasks can be scheduled before or after Hire date based on need. We can Send reminder to both performer and owner of task. Confidential – Oracle Internal/Restricted/Highly Restricted

Role-Based access to Onboarding Employee gets friendly communication and easy access to prioritized tasks before their first day Managers keep track of tasks they have to perform for all their new hires Managers can assist new hires in their tasks and remind them tasks to do HR Professional keep tracks of all onboarding process and can easily adjust mandatory steps Confidential – Oracle Internal/Restricted/Highly Restricted

Flexible tasks with due dates and dependencies All kind of tasks: manual, online or in HCM Cloud Prioritized by role, period and due date Confidential – Oracle Internal/Restricted/Highly Restricted

Comprehensive and flexible centralized checklists Checklists by period, department, countries Role-based access to checklists and associated tasks Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Overview Manager Onboarding Manager access:
My Team Page Onboarding Overview Manager Onboarding Manager access: My Team-> Onboarding My Task tab lists pending tasks for the manager Employees tab Lists task status for employees Provides detailed access to each employee tasks For each employee, manager can Check completed and Over Due Tasks Send a reminder for the over due task. Add new tasks to be completed. My Task For Manager Employee Detail View Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Overview Employee Onboarding
Pre Hire Task details Employee Onboarding Employee access: Me > Onboarding Specific message at every step: pre-hire, day 1, month 1 Tasks triggered to and from the hire date Tasks are controlled by eligibility profiles Different type of Task can be performed: Video, External URL, Configurable Form, Application Direct Access, Manual Task Notification can be sent to Employee & Owner of when the task is assigned and/or completed. Post hire task Details Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Overview Employee Onboarding - Messaging
Employee Pre-Hire Message Employee post-Hire Message Confidential – Oracle Internal/Restricted/Highly Restricted

Enterprise Onboarding Checklist: Setup List
Access: Setup and Maintenance (Search Tasks) >Manage Checklist Template task. Pre-req: Create Enterprise Onboarding Step Checklist(s) with detailed tasks. Pre-req: If including custom configurable forms tasks for onboarding, create forms using Onboarding Checklist Descriptive Flexfield task. Create master Enterprise Onboarding Checklist. Create tasks within the Enterprise Onboarding Checklist designating the Enterprise Onboarding Step checklists previously created and/or other tasks. Include a sequence number for each task. Add a message to the checklist; any contacts for questions during onboarding process; and complete dashboard content (Notes and News/Announcements). Administrator or HR Specialist sets up and activates checklist templates - Access from: HR Administrators set up a task library as a repository of tasks. Define a master checklist to link steps in the onboarding process. Add optional or required tasks to each step. Tasks can be dependent on other tasks. In order to configure an onboarding checklist, you perform these tasks. Oracle HCM Cloud: Using Global Human Resources

Onboarding Setup Example
Enterprise Onboarding Checklist Tasks (Enterprise Onboarding Step Checklist) Detailed Tasks Complete confidentiality agreement Provide identity proofs Watch welcome video Step 1: Prior to your first day An Enterprise Onboarding Checklist defines an overarching short checklist of high level steps for onboarding a new hire. In this example there are three steps from prior to the first day through the first month of employment. Each step or “child” checklist is called an Enterprise Onboarding Step Checklist within the system. (Note: When creating an Enterprise Onboarding Step Checklist, you create a new checklist and select the Category = Enterprise Onboarding Step). Each of these Enterprise Onboarding Step Checklists includes an additional list of more detailed tasks for onboarding a new hire. These tasks are what the new hire or other performers of the tasks will ultimately see on their dashboard. Request access badge Attend orientation Review campus map Step 2: First day activities Complete mandatory learning Define goals Review new employee handbook Step 3: First month activities Oracle HCM Cloud: Using Global Human Resources

Onboarding Setup Functional Setup Manager
All setup tasks completed in the Setup and Maintenance Work Area Setup Area: Workforce Deployment Functional Area: Workforce Information Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Manage Checklist Templates
Most configuration activity occurs in the Manage Checklist Template task within Setup and Maintenance work area. With the exception of Manage Checklist Lookups, and Manage Checklist Descriptive Flexfields, most onboarding checklist activity occurs in the Manage Checklist Template task. HR Administrators can configure checklist templates and sequences of tasks for various worker populations within the organization. Managers can also view onboarding activity for their workers within the Onboarding work area on the main home page. Managers can also create an allocated checklist for their workers on the fly if needed. Confidential – Oracle Internal/Restricted/Highly Restricted

Enterprise Onboarding Checklists
Onboarding Setup Checklist Types There are two main types of checklists 1) Standard and 2) Enterprise Onboarding. Standard Checklists Generic for any process with a series of tasks Use “Manage Allocated Checklists” task Options include onboarding and offboarding Enterprise Onboarding Checklists Used for new hire onboarding processes Use the “Onboarding” work area Additional features for Enterprise Onboarding included. When you create a checklist template, you need to choose between the two types of checklists: Standard Checklist: This type of checklist is generic and can be used for any process with a series of tasks. These checklists can be allocated and managed using the basic Manage Allocated Checklists tasks. The two options available for standard checklists are onboarding and offboarding. Enterprise Onboarding Checklist: A specific checklist type used in the employee onboarding process. The Onboarding work area includes features to manage the onboarding process in a systematic manner. Additional features for Enterprise Onboarding include: Dashboard, Enterprise Onboarding Step, Task Action types, Messages and Notes. The information in this section will focus on creating Enterprise Onboarding Checklists. Creating Standard Checklists follow a similar process but do not include as many options. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Master Checklist Overview Collection of sub-checklist
Category = Enterprise Onboarding Triggered by One Single event Hire Add Pending Worker Accept Job Offer Content sub-checklists as tasks Notes and Announcement in its Dashboard section Master Checklist or collection of sub-checklist should be defined with Category “ Enterprise Onboarding” Task on Master Checklist will be the collection of Sub Checklist. The Notes and Announcement that need to be shared with Employee thru’ On-boarding need to be defined on the Dashboard section of the Master checklist. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Master Checklist - General Page
Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Checklist Key Components
Validity Period – Specify the validity period during which the checklist template is available for allocation. Checklist Category – Select a category depending on whether you want to create a standard checklist or an enterprise onboarding checklist. Actions – Actions track changes in personal circumstances, for example, new hire, transfer, or termination. Eligibility Profile – Link an eligibility profile at the checklist template level or at the task level to determine to whom the template is applicable. Assignment and Completion Date – Set dates to checklist assignment and completion Tasks – Tasks are activities in the checklist and maybe required or optional. Checklist category: You manage standard checklists using the Manage Allocated Checklists task. You manage enterprise onboarding checklists in the Onboarding work area. The Onboarding work area for employees, managers and HR specialists provides advanced features to effectively manage the employee onboarding process. You can also manage enterprise onboarding checklists using the manage allocated checklists task if it is allocated manually. Actions: Assign an action to allocate the checklist to persons automatically when they experience the action. The checklist template is still available for manual allocation, even if it is linked to an action. Eligibility Profile: the checklist template or task is assigned only if it matches the eligibility criteria specified. Assignment and Completion Date: If the Assignment Date is Checklist Action Date, the number of days entered for initiation impacts when the checklist is assigned to a user when the action occurs. The offset days determine when the checklist can be marked as completed. If , if the option When mandatory tasks are completed within the offset period is selected. Tasks: HR Specialists and line managers can create tasks and include it in a standard checklist template. Line managers can only assign tasks in Onboarding. Create tasks that need to be completed within a specific duration. When the task is allocated the target end date is derived based on the duration entered. The checklist status is set to Completed based on the option selected in the Completion Date field. Oracle HCM Cloud: Using Global Human Resources

Onboarding Setup Master Checklist - Tasks
Master checklist – teach task is linked to another Checklist (Step checklist) Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Master Checklist - Configure Tasks
Master checklist – teach task is linked to another Checklist (Step checklist) Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Master Checklist - Message

Onboarding Setup Master Checklist - Dashboard

Onboarding Setup Sub-Checklists Overview Collection of tasks
Triggered by 1 event Master checklist event if blank Specific event for sub-checklist On Event day + Days of Initiations parameter. Example: pre-hire checklists Day of initiations = -7 or =>Triggered on hire date -7 Content List of activities as tasks Welcome message for that phase of Onboarding. Category = Enterprise Onboarding Steps Sub Checklist or collection of tasks should be defined with Category “ Enterprise Onboarding Steps” You can assign different action to trigger this sub checklist or else will be defaulted from main checklist. Days of Initiations play a key role in deciding when the task will be assigned to employee. “- days” Example “-7” for pre-hire checklist Task on Sub Checklist will be the list of activities that will be assigned to Employee Message could be used to present customize message for that particular phase of Onboarding. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Step Checklist - General Page

Onboarding Setup Step Checklist - General Page, Assignment Date
Triggered by Assignment or Allocation Date Master checklist event if blank Specific event for sub-checklist On Event day + Days of Initiations parameter. Example: pre-hire checklists Day of initiations = -7. =>Triggered on hire date -7 days. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Step Checklist - Tasks
The specific tasks contain within the Step Checklist Order of tasks Mandatory Performer and Owner Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Tasks Overview
Task Definition Tasks Overview Activity assigned to a performer (employee , line manager, user or Area of Responsibility Key attributes Mandatory To be completed for closing the checklist Appears in Tasks to finish (vs Fun Stuff) Target Duration: Delay before it is over due. Performer: Who is doing the task Owner: Who is responsible for closing the task Action Type: Type of tasks (Manual, Video, Application Task, Configurable Form, External URL) Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task Notifications and Notes
Task Definition Triggered at different stages of task (When assigned, Completed, Unassigned or updated) Sent to different players at different stages Regular reminders (predefined number of times) Notes is a task description/help available to the performer Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Tasks Performers and Owners
Task Performer – the person who carries out the task. Options include: Worker Line Manager: the worker’s line manager Initiator: the person who initiates the transaction, such as the action itself or the manual checklist allocation User: a specific person Area of Responsibility: persons with the selected responsibility are automatically assigned to the task Task Owner – the person responsible for ensuring task completion Managers/HR can manage tasks themselves or assign alternative owners to the tasks. able Form* A notification is pushed to the owner or performer when a task is assigned. Task notifications can be configured for both owners and performers. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Tasks Types External URL Manual Task Application Task
Configurable Form* Document Video * Requires additional setup using the Manage Checklist Descriptive Flexfields task. Each Checklist must contain one or more tasks for a worker or other person to perform. Shown here is a list of tasks associated with an onboarding checklist. HR administrators add tasks to the task library as a repository of tasks. These tasks are assigned by line managers or HR Specialists during the Onboarding process using Add Task. These are the action types that determine the type of task the task performer needs to complete during the onboarding process. The available action types are: External URL Manual Task Application Task Configurable Form Document Video * The Configurable Form task allows flexibility in creating very specific tasks to your organization’s process. This type of task requires additional setup using the Manage Checklist Descriptive Flexfields task to create a descriptive flexfield associated to PER_PERSON_ALLOCATED_TASKS_DFF. When you select the action type Configurable Form in the Details tab, the associated descriptive flexfield is available for selection. For example, for a task such as Provide Your Meal Preference, create a descriptive flexfield context called Meal Preference within the required values. When you configure the task, selecting the action type Configurable Form displays a list of values that includes Meal Preference as one of the options. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task – Application Task
Available Application Tasks in 18B Link to an HCM Cloud tasks to complete the assigned task Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task – Configurable Form
Requires additional setup using the Manage Checklist Descriptive Flexfields task. Configure PER_PERSON_ALLOCATED)TASKS_DFF Configure different forms by creating Context Segments Configure specific fields for each Context Segment using Context Sensitive Segments Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task – Document
Documents stored on a shared drive, or vendor site Examples: Employee Handbook Benefits Handbook Union Handbook Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task – External URL
Links to sites external to HCM Cloud. Examples include: Links to items on the company intranet page Links to other systems – expenses, finance, etc Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task – Manual Task
Create task that employee, manager or administrator needs to complete that does not require accessing another system or page within HCM Cloud. Examples: Order equipment Send personal communications Schedule a welcome lunch Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Setup Task – Video Link to stand alone video
Link to a Oracle Learning Cloud video Category = Enterprise Onboarding Steps Confidential – Oracle Internal/Restricted/Highly Restricted

Allocation: Sample of Automatically Allocated Checklist to a Worker
Once an Onboarding Checklist is created, the system will automatically allocate that checklist to the appropriate performers including workers and hiring managers. Oracle HCM Cloud: Using Global Human Resources

Using Onboarding Scenario
Before her first day, Amy receives a welcome and system credential for Pre-boarding. Amy performs a couple of administrative tasks like completing her W4. She accesses information about her new city presented in the onboarding portal. Amy confirms and complements her personal information. She designs her public profile and review all information available She consents to share personal information and watch a welcome video. Matt monitor onboarding activities for her team and review tasks status for Sofia. Preparing for Day One, Curtis change Sofia’s status from Pending Worker to Employee. Amy gets familiar with work life application like Wellness and Volunteering. Confidential – Oracle Internal

Using Onboarding – Pending Worker View
Welcome s/Worklist Notifications Access this mailbox from your environment landing page -> auxiliary Link -> Web Mail Login = where xxxx is the environment name Password = environment weekly password Assign a unique address to your new hires s.com where XXXX is the environment name Firstname and lastname are the first and last names of your new hire Confidential – Oracle Internal/Restricted/Highly Restricted

Accessing HCM Cloud - Welcome page As a first contact with HCM Cloud, Amy faces a very intuitive and modern design. She has an obvious notification bell icon to view all the notification she already got through . She has access to Quick Actions, which are predefined workflow transactions for most used features. She will go directly to Onboarding. Confidential – Oracle Internal/Restricted/Highly Restricted

Onboarding Work Area – Before First Day Onboarding is an important part of the talent management life cycle. It is important because it introduces the employee to the company’s culture and expectations and gives the employee the vital training and information needed to succeed within the organization. Onboarding provides an end user work area for HR specialists, hiring managers and employees or pending workers. Hiring managers can view onboarding activity for their team. Workers are notified of tasks to complete and can view a dashboard of pending activities in a logical sequence with due dates. Tasks can be manual, such as pick up an access badge, data-driven, such as filling out a form, or visual, such as watching a video. Confidential – Oracle Internal/Restricted/Highly Restricted

Note Board and News and Announcements The note board gives precious information the pending worker might need before their first day. The News and Announcements section can contain videos that provide additional insight into the company culture. The note board gives her precious information for her first days like what to bring. She is also informed that there will be a team meeting which reflects a good team spirit. Confidential – Oracle Internal/Restricted/Highly Restricted

Using Onboarding – Employee View
Checklist First Day of Hire (example) Task to Finish update for this Checklist Step Confidential – Oracle Internal/Restricted/Highly Restricted

Required Learning If using Learning Cloud, required learning can be assigned through automated learning assignments and initiatives. Schedule ESS Jobs to run in background as desired/needed (e.g. every 1-15 minutes): Deploy Required Viewing to Targeted Users Evaluate Person IDs for Assignment Rule Reconcile Dynamic Assignments After adding new employee, navigate to Learning to view newly assigned learning from new hire transaction Me > Learning (My Learning) > Current Learning Confidential – Oracle Internal/Restricted/Highly Restricted

Checklist First Month (example) Tasks to Finish are updated for this Checklist Step. Compliant Learning Example if using OLC Schedule ESS Jobs to run in background as desired/needed (e.g. every 1-15 minutes): Deploy Required Viewing to Targeted Users Evaluate Person IDs for Assignment Rule Reconcile Dynamic Assignments After adding new employee, navigate to Learning to view newly assigned learning from new hire transaction Me > Learning (My Learning) > Current Learning Confidential – Oracle Internal/Restricted/Highly Restricted

Using Onboarding – Manager View
Onboarding Work Area – My Tasks and Employees Confidential – Oracle Internal/Restricted/Highly Restricted

Pending Worker Progress page Confidential – Oracle Internal/Restricted/Highly Restricted

Employee Progress page Confidential – Oracle Internal/Restricted/Highly Restricted

Using Onboarding – HR Specialist View
My Client Groups > Person Management Manage Allocated Checklists HR Specialist access, update, add, delete task vis the Mange Allocated Checklists within the Person Management Work Area. HR Specialist will also have the ability to view and make updates via My Client Groups > Onboarding. Confidential – Oracle Internal/Restricted/Highly Restricted

Additional Resources Onboarding 18C New Features Add New Task
Line managers and HR specialists now have the ability to define and add a new task to an employee, even after a checklist is allocated. Others’ Incomplete Tasks Line managers and HR specialists now have the ability to view the list of tasks where the performer of the task is a user other than the employee or themselves. They can view the progress of the incomplete tasks of other performers and send reminders to them as well. This section is available on the Employee Progress page. Confidential – Oracle Internal/Restricted/Highly Restricted

Additional Resources Oracle University Launchpad - dad/learn?p=MO:39618:39972:40003:0 Oracle University Cloud Learning Subscription (subscription required to access) - subscription/ls_193 Cloud Customer Connect My Oracle Support –HCM Cloud White Paper Library Help Center - resources/18c/fawhr/workforce-records.html#FAWHR Confidential – Oracle Internal/Restricted/Highly Restricted

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