Enhancing (and Accelerating) the New Hire Experience RECONNECT July 24, 2013

COPYRIGHT © 2013 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED

Enhancing (and Accelerating) the New Hire Experience

RECONNECTJuly 24, 2013


Agenda

1. Welcome and Introductions• Scott Antin, VP Business Development

• Paul Taylor, President and CEO

2. Demonstration – ePAF™ automated hiring process

3. Intro to Gideon Taylor and GT eForms ™

4. Onboarding Trends and Opportunities

5. Demonstration – GT OnBoarding™

6. Q & A


Employee

NewBaby

onBoard


GT eForms™ Demonstration

Hire


Gideon Taylor Consulting

Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education and government organizations.

GT’s mission is to revolutionize business processes through the use of automation, integration and electronic forms technology.

GT’s vision is to help businesses create solutions thatrealize the full value of their ERP technologyplatform investments.

Founded in 2001 by Paul Taylor,Original creator of GT eForms™ and ePAF™


The Products We Bring GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and manage:

o Custom Self-Service Applications and Electronic Formso Workflow, Notifications, Approvals and Electronic Signatureso Service-Oriented Architecture (SOA) Integrations

ePAF™ – Suite of pre-developed eForm templates for personnel actions, including:o Hires, rehires, transfers, additional jobso Pay changes, promotions / demotions, FTE changes, funding changes, data changes, position changeso Terminations, retirement, leaves of absence

GT Expenses – Integrated end-to-end expense solution from request to reimbursemento Travel request and advance approvals; Itemized claims for travel and non-travel expenseso Seamless integration with payroll and accounts payable for automated reimbursement

Journal Voucher eForm – Easily create a Journal Voucher to update the general ledger Vendor Add/Update eForm – User-friendly form to add or update existing vendors

ExperienceConsulting MethodsFunctionally Managed ProductsEnterprise LicenseCommunity Solution Sharing

Grade Change eForm – Automates process to adjust grades after final grades have been posted

Academic Record Change eForm – Automated process to add/drop/withdraw from class after standard period has expired

GT eForm Library – Growing compendium of pre-developed eForm Templates for HR, Financials, Supply Chain and Campus Solutions


HCM

Financials/Supply Chain

Campus Solutions

GT eForms™ Library for PeopleSoft

GT ePAF™

GT OnBoarding™

GT eVoucher™

GT Paperless I-9™

GT E-Verify Integration™

GT Personnel eFile™

GT eTime™

GT ePost™

Security eForm

Overtime eForm

Non-Tuition Fee Request eForm

Merit eForm

Reports To eForm

Leave Cash-Out eForm

Additional Pay eForm

Undergrad Academic Record Change

E-Degree Certification Description

Faculty Discipline Description

Faculty Teaching Certification

Graduate Status Change

Thesis and Dissertation Release Option

Travel Fellowship Application

Travel Fellowship Expense Report

Expense Approval

Expense Reimbursement

Readmission Application

Grade Change

Course Add/Drop/Withdraw

Faculty Promotion/Tenure

Credit Card Reconciliation

Vendor Add/Update

Journal Voucher

Delegation eForm


Representative Clients


A GT eForms™ Cheat Sheet

Leverage existing valid values and system edits Use existing hardware and software architecture Integrated with delivered PeopleSoft workflow capabilities,

including PeopleSoft user workflow profiles Easy query, reporting and analytic capabilities

Bolt-on workflow framework and toolset for PeopleSoft Built 100% in PeopleTools – Familiar toolset for your

development team Native, real-time access to PeopleSoft data, including employee,

student, and financial data – no external interfaces to maintain! Leverage existing PeopleSoft security


If you remember nothing else…!

Limits


First, take a stack of forms…


Add a liberal amount of documentation…


And, VOILA…you’ve got onboarding!

Welcome Aboard!!


Three Major Components of Onboarding

1) Forms Management – collecting, tracking, and managing all internal and external new hire forms

2) Tasks Management – ensure all activities around onboarding the new hire are completed, including activities such as meeting with managers, receiving a computer, and gaining access to systems

3) Socialization – engages new hires in the company culture and provides personal information to individuals in order to create a positive experience

Source: Aberdeen Group, March 2013


Timeframe for Onboarding

1 day

1 week

1 wk - 1 month

1 - 3 months

3 - 6 months

Over 6 months

0% 5% 10% 15% 20% 25% 30% 35%

Percentage of Respondents (n=230)

90% of organizations believe that employees make their decision to stay within the first year.

14%

16%

21%

29%

15%

5%

TacticalStrategic



The Impact of Effective Onboarding Definition of

Maturity Class Mean Class Performance

Best-in-Class:Top 20%

(of aggregate performance scorers)

• 91% of first-year employees were retained• 62% of employees hired in the last 12 months met first

performance milestones on time• 33% year-over-year improvement in hiring manager satisfaction

Industry Average:Middle 50%



Laggard:Bottom 30%





Characteristics of ‘Best-in-Class’ Organizations

Top 20% of 230 Respondents:• Deep commitment to align onboarding to overall business

objectives• Combination of both tactical and strategic onboarding

initiatives to drive productivity and engagement• Investment in world-class technology throughout the

onboarding process• Integration between onboarding and other areas of talent

management, including recruitment, performance, and learning and development functions



Onboarding Strategies: Tactical vs. Strategic

Creation of N

ew Hire Checkl

ists

Introduce new hire

s to th

e go-to people

Provide fo

rms t

o new hire

s before day one

Ensu

re complia

nce on all new

hire fo

rms

Peer n

etworking opportu

nities / ev

ents0%

10%20%30%40%50%60%70%80%

Best-in-ClassAll Others

63%

54%58%61%

73%

60%

49%

61%

34%39%



Onboarding Automation

Fully Automated Partially Automated Paper-based0%

10%

20%

30%

40%

50%

60%

48% of organizations plan to increase their investment in onboarding technology this year, compared to 24% in 2012.

13%

34%

54%



The Challenges of Onboarding

• TOO MUCH PAPER – Forms to print, forms to complete, forms to route, forms to review, forms to approve, forms to file

• Inconsistent – Processes can vary from department to department, office to office, person to person

• Incomplete – Difficult to track all forms and processes

• Managing multiple hiring packets – Different forms and processes for different positions, departments, etc.

• Slow turnaround – Forms routing and processing can take days or even weeks


Sample Automation for Hire and OnboardingCandidate applies

for positionRecruiter selects

Candidate for Hire

Auto-Start Onboarding Checklist; sends email

to New Employee

Auto-Start Hire eForm, Creates EmplID

Onboarding complete!

New Employee completes

Onboarding eForms

Hire is Authorized; Creates Job Data

GT Robot User enters W-4, Dir Dep, I-9 into

PeopleSoft

W-4, Dir Deposit, I-9 eForms get approved

Person Data eForm updates PeopleSoft

ApproverApproverRoutes through

Hire Approvers

Checklist set to AUTHORIZED when

complete


GT eForms™ Demonstration

GT OnBoarding™


What can YOU do with GT OnBoarding™?

Welcome Pagelet – Welcome video and letter, introductory information, etc.

Onboarding Checklist Pagelet – Required ‘New Employee’ eForms with links to launch them, graphical completion and approval status, due dates, etc. Employment Eligibility Verification (I-9 / E-Verify) Federal and State Withholding (W-4, etc.) Direct Deposit Employee acknowledgements, confidentiality agreements, etc.

Essential Reading Pagelet – Employment policies and handbooks links

Flexible, integrated, portal-based eForms solution to manage the entire onboarding process…


Message Center Pagelet – An interface allowing the new employee to communicate directly with context-selected help staff via email, IM or social media.

Department Pagelet – Context-sensitive content from the new employee’s department, division or facility. Could include contact information, policy links, tutorials, etc.

Local Information Pagelet – Helpful information to help the new employee feel at home….“Things to Do Nearby”, “On-Campus Programs and Resources”, “Local Weather”, “Campus Map”, etc.

Individualize the ‘New Hire Experience’ – Customize the ‘New Hire Packet’ by role, department, campus, etc.

What can YOU do with GT OnBoarding™?


Linking Onboarding to Learning

0%10%20%30%40%50%60%

Best-in-ClassAll Others52%

32%

22%26%

19%12%



Opportunities for GT eForms™ integration…

GT OnBoarding™

Talent Management

Learning and Development

Performance Management

Recruiting/ Hire Data


Reaping the Benefits

Bottom-Line Impact!U Utah: 88% decrease in over/comp time first 6 months

Better and faster resultsU Houston: Average process time from 15 days to 3 days

Less human effortU Florida: 75% reduction in total human effort

More replicable business processesU Florida: Error rate from 68% to 1%


Easier to train usersU Florida: Reduced PAF training from 8 hours to 1½ hours

Easier to auditOUHSC: Internal auditors praised solution for ease of oversight

Storage / retrieval / permanenceU Utah: Eliminated vexing problem of HR forms lost in routing

Green Savings – Reduced paper / material / storage costs

BYU: Went from seven huge paper filing systems to one

Reaping the Benefits


Questions?


Contact Information

Scott AntinVP Business Development

Offc: 651.207.6599Cell: 651.271.3827

[email protected]

Paul TaylorPresident / CEO

Offc: [email protected]

mailto:[email protected]

http://www.gideontaylor.com/

mailto:[email protected]

http://www.gideontaylor.com/


Credit where credit is due…

Photo Credits• Missouri Southern• OrlandoLawyer• Steven+Allison Hoober• wstrachan1• dailyamazon• cheesy42• teachandlearn• Edinburghcityofprint

• bramick• CalBizCentral• natalie_todd_photography• GHG Photo• mistyeiz

Documents

Enhancing (and Accelerating) the New Hire Experience RECONNECT July 24, 2013