Presentation from SmartERP on automating PeopleSoft Employee Onboarding without paper; delivered at the PeopleSoft Healthcare Industry User Group conference 2013.

1. Automating Employee Onboarding
with Paperless Processeswith Paperless Processes
Session #13049
June 11, 2013
Doris Wong, CEO,
Smart ERP Solutions IncSmart ERP Solutions, Inc.
Healthcare Industry User Group ‐ Interact
June 2013

2. Speaker InfoSpeaker Info
 Doris Wong
 CEO
 Smart ERP Solutions
 PeopleSoft 8.x to 9.2
 Over 18 years PeopleSoft Experience
 Former Oracle Group Vice President and General
Manager for PeopleSoft Enterprise
Healthcare Industry User Group ‐ Interact
June 2013

3. Overview
• As part of their PeopleSoft Employee Onboarding process many
i i ill ili f f h i hiorganizations still utilize a ton of paper as part of their new‐hire
processes. This can include standard government forms (I‐9, W‐
4) as well as more unique forms such as employee policies and ) q p y p
even medical/health exam forms and background checks. These
paper‐based manual processes are not only inefficient and time
consuming but are also difficult to consistently administer andconsuming, but are also difficult to consistently administer and
can be quite costly. This presentation will focus on the benefits
of automating PeopleSoft Employee Onboardng processes and
ff l ioffer a solution.
Healthcare Industry User Group ‐ Interact
June 2013

4. Agenda/Contents
• About SmartERP
• Automating Employee Onboarding Best g p y g
Practices
• Employee Onboarding
O b di N Hi– Onboarding New Hires
– Demo
• Q & A
Healthcare Industry User Group ‐ Interact
June 2013

5. About Smart ERP Solutions
Healthcare Industry User Group ‐ Interact
June 2013

6. Human Capital Financials and Campus
About SmartERP
Human Capital
Management
Financials and
Supply Chain
Campus
Solutions
Innovative Solutions & Services for PeopleSoft
Common – Critical – Complementary
Extend
Functionality
Improve ROI Get Faster
Results
Leverage Existing
Investment
•Pre‐built, packaged, •Architected as add‐on •Rapid implementation •PeopleSoft data model
d i i dproven solutions
•Highly configurable –
tailor to YOUR needs
•Customer driven
requirements
solutions
•Avoid customizations
•Low‐cost
•Minimal risk
•Release independent
•Deep PeopleSoft
knowledge &
experience
•Unique best practices
for implementations &
and existing data
•Current PeopleSoft
business rules and
processing
•End‐user PeopleSoft requirements
•Affordable
•Integrated with
existing PS apps
•Release independent –
no upgrade required
•On Premise solution
p
upgrades skills
•Infrastructure and
technology

7. Still Using Paper and Manual
Processes?Processes?
Poor User Experience
Time Consuming

8. Replace with Electronic Forms and Automated
Business Processes
Streamlined, online process Online Admin Tools, Status Reports
Online forms, eSignature Reduced Admin Time & Effort

9. Opportunities for Automating HR Business Processes
Onboarding and Offboarding
Personnel Action RequestsPersonnel Action Requests
• Hire/Rehire
• Separation
b h• Job Changes
• Interdepartmental Transfers
• Retroactive Pay Adjustments
• Compensation Changes• Compensation Changes
Annual Performance Reviews
llOpen Enrollment
Certifications

10. Automating EmployeeAutomating Employee
Onboarding with Paperless g p
Processes
Healthcare Industry User Group ‐ Interact
June 2013

11. Value of Automating Employee Onboarding
B i PBusiness Process
Reduce
Operating Costs
Increase
Productivity
Improve Data
Security
Higher Quality
Data
Reduce Admin
Time
Better Service
Levels
Ensure
Compliance
Environmentally
Sound

12. Onboarding Best Practices & AutomationOnboarding Best Practices & Automation

13. Average 1st Year New Hire Attritiong
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group

14. New Hires N HiNew Hires
Often Feel
New Hires
Should Feel

15. Turnover is CostlyTurnover is Costly
Recruiting a Replacement $
Compensation Paid to Departing $p p g
Employee
$
Training (Classroom & On the Job) $
Hiring Manager and Work Team Time $
Lost Productivity $
Total Cost 50% – 150% of
Annual Salary

16. What Drives Turnover?
Poor Onboarding
Problems with
Hiring Process
Poor Mgr / New Hire
Relationship
Inadequate Role Not as q
Candidate PoolExpected
Failure to Connect & Build RelationshipsFailure to Connect & Build Relationships

17. Average 1st Year New Hire Attritiong
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group

18. 1st Year New Hire Attrition1st Year New Hire Attrition
*With Onboarding Best Practices
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group
With Onboarding Best Practices

19. Key Onboarding Activities to Automatey g
Benefits Enrollment
Mgmt Involvement
Forms Completion
Socialization
Employment Elig Verification
Orientation to Company Info
Team Building
30‐60‐90 Day Performance Reviews
Provisioning
Aberdeen
Bersin
Mentor Programs
Buddy System
Plan a Lunch
Bersin
New Hire Clubs
First Day Assignment
Other
g
0% 20% 40% 60% 80% 100%
Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011

20. Who to OnboardWho to Onboard
New Hires
InternalM&A Internal
Transfers
M&A
Employees
Temporary
Employees Consultants
Doctors NursesInterns

21. Smart OnboardingSmart Onboarding
Configurable Automated
Task
Criteria‐based
Processes
Forms
Management
Task
Management
Socialization
Tools
Administrative
Support
Delivered
Onboarding
MetricsMetrics
Integration with Delivered PS
Applicant
Tracking System
HCM
Integration

22. One Size Doesn’t Fit All
Vary Onboarding Process Based On:
•Role or Position or Job
•Doctors vs Nurse vs Staff
•Location
•Culture
/ /•FT/PT/Temp Status
•New Hire vs. Transfer

23. General High Level Recruiting
Process Flow
Create Job Opening
Collect Applicant
Data
Manage Applicants
• Screen Applicants
• Route ApplicantsRoute Applicants
• Interview Applicants
Make Offers Hire Applicants
For Any
Criteria ‐
Doctor,
O
n
b
o
O
n
b
Doctor,
Nurses, Staff,
Hospitals,
Deptarments
o
a
r
d
o
a
r
d

25. Employee Onboarding Demo
• The New Hire’s Experience
– California Hire – Amanda Executive Doctor
• Conditional: Executive, USA, CA, At‐Will Agreement, California State Form
– Vermont Hire –Justin Staff Nurse
• Conditional: Staff USA VT No At Will Agreement Vermont State Form• Conditional: Staff, USA, VT, No At‐Will Agreement, Vermont State Form
• The Role of the HR Administrator
– Visibility to All New Hiresy
– Everify, Background Checks, Wet Signatures
– Collaboration and Email Notifications
– Consoles and ReportingConsoles and Reporting
– The Invitation Process
• The Role of Others in the Onboarding Process

26. In Lieu of Demo:In Lieu of Demo:
Smart Employee Onboarding
Example
Healthcare Industry User Group ‐ Interact
June 2013

27. Intuitive, User‐Friendly ProcessIntuitive, User Friendly Process

28. Integration with ATS ‐ DataIntegration with ATS Data

29. Broad Task Management SupportBroad Task Management Support
Company Property Company Property

30. Configurable and Criteria BasedConfigurable and Criteria Based

31. Automated Forms ManagementAutomated Forms Management

32. Online Survey ToolsOnline Survey Tools

33. Administrative Support & AnalyticsAdministrative Support & Analytics

34. Questions?
Healthcare Industry User Group ‐ Interact
June 2013

35. ContactsContacts
 Doris Wong
 CEO CEO
 Smart ERP Solutions, Inc.
 E‐mail: doris.w@smarterp.comE mail: doris.w@smarterp.com
Healthcare Industry User Group ‐ Interact
June 2013

36. Remember, this presentation and
all Interact 2013 presentations are
available for download from theavailable for download from the
HIUG website
Presentations from previous meetings are also available
Healthcare Industry User Group ‐ Interact
June 2013