Streamlining the onboarding process while improving new hire satisfaction
Matt Sims, PHRHuman Resources ManagerTenneco, Inc.
About Tenneco One of the worlds’ largest leading
designers, manufacturers and distributors of emission control and ride control products and systems for the transportation original equipment market and the aftermarket.
NYSE: TEN21,000 employees worldwide$6.0B in annual revenue80 manufacturing locations14 engineering centersServing over 100 countries
Markets ServedPassenger carLight truckOn- and off-road commercial
vehiclesLocomotiveAgriculturalForestry vehiclesConstructionTwo-wheel vehiclesOff-road recreational
Going Back In Time (2004)No careers pageNo applicant tracking system
(ATS)All recruitment activity handled
manually, primarily via ExcelInconsistent recruitment
processesOrientations were poorly
executedOnboarding was not in the
vocabulary
Welcome to the 21st Century!Proposal to implement an ATS was
finally approved in 2007Began as a North America initiative,
and soon become globalWas not even aware of electronic
onboarding solutions at that timeDecision was made to move forward
with OpenHire for our ATS and RedCarpet for our electronic onboarding solution
OpenHire implemented in early 2008
Tenneco Onboarding in 2008New Hires:
◦ Sitting in the HR conference room for 3-4 hours, reviewing policies and manually completing forms
◦ Seldom did the new hires show up with everything required to “hit the ground running”
◦ Forgot proper identification for the I-9, forgot to bring in bank information for the direct deposit form, etc.
◦ Comments on new hire surveys reflected a broken process and a general dissatisfaction with our onboarding procedures.
Tenneco Onboarding in 2008
Managers:◦ Quite often were not ready for the new hire◦ IT entitlements were rarely executed in a
timely fashion No computer, no phone, no e-mail when new hire
arrived
◦ Workspaces were not cleaned, prepared and ready for use, if available at all.
◦ Not aware that they were responsible for managing these processes.
◦ Lowest marks received on the new hire survey Not ready for me when I arrived!
Tenneco Onboarding in 2008Human Resources:
◦ All new hire paperwork was actually paper(manual processes)
◦ Using checklists to make sure we had everything we needed from the new hire
◦ Payroll information had to be faxed to the payroll data entry administrator
◦ Providing the new hire with paper copies of all policies and procedures, some up to 30 pages in length
◦ Had to remember to send the new hires additional information after their start date (i.e. online payroll information, new hire survey, training requirements)
What Changed?While going through the vendor
selection process for our ATS (OpenHire), an organizational decision was made to improve our onboarding processes globally
Goal: Improve the new hire onboarding experience, while significantly reducingnon-value added orientation activities
RedCarpet was selected by a team of global HR professionals as our electronic onboarding solution
Why RedCarpet?Needed a global solution that
could support several different languages
Needed a user-friendly system, especially for our manufacturing locations
Needed the ability to eliminate as many manual processes as possible
Needed a system that allowed for continuous improvements
Implementation ProcessImplementation team consisted of HR
and IT individuals from the U.S., Belgium, Germany, Czech Republic and France
Implementation took approximately six months to complete (driven by Tenneco time line)
Weekly conference calls with designated SilkRoad Technology implementation expert
Start small, improve laterPhased implementation, North
America launching firstOfficially launched in February 2010
Sint-Truiden, Belgium
Reynosa, Mexico
Immediate BenefitsReduced non-value added orientation time
by 95%◦ 4 hours to 30 minutes (human touch still needed)
Local facility portals allow for new hires to walk in knowing much more about their workplace
Web-based system gives the new hire the opportunity to review the information from the comfort of their home, around their own schedule
Friendly reminders to hiring managers so nothing “falls through the cracks”
Immediate BenefitsEliminated 95% of the paper forms
used prior to implementationNo longer required to fax payroll
information◦ Retrieved via RedCarpet and OpenHire
Utilization for post hire activities◦ New hire survey◦ Payroll instructions◦ Required e-learning◦ Quality of hire questionnaire
The Results Speak for Themselves!
North America
International
The Results Speak for Themselves!
SilkRoad: 1-866-329-3363//[email protected]//www.silkroad.com
Tenneco: Matt Sims//[email protected]