June 4, 2013 - UCLA Health

Report
New Employee Onboarding
begins with U
Presented by:
Robin Epstein Ludewig & Kety Duron
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The 2012 PwC Saratoga on Human Capital suggests that organizations will
begin to see an increase in their voluntary turnover in the next three years as
the economy recovers.

The annual Voluntary Turnover for healthcare organizations reported by CHA has
been flat around 9.0% in the last three years, compared to 16% prior to the
economic recession.
o More than ever hiring managers need to partner with their Human Resources
team to attract, onboard, engage, motivate, and develop their talent to ensure
long-term success.
o The onboarding process needs to be personal, valuable and insightful in order
to ease new employee socialization into the organization and create the desired
"first impression".
UCLA Health Onboarding Goals:
 Reduce time from Offer to Start
o
Outcome – Reducing Registry Costs
o
Candidate Stays Engaged & Excited
 Uniform process across all departments
 Better experience/customer service for new employees
o
Outcome – Reduce Turnover in the First 6 Months
 Keep everyone informed on new hire’s progress
 Ease of Onboarding of New Employees.
o
New Employees come into department on 1st day having already attended
orientation, and set up with parking, badge, Employee ID, etc.
 Just tell us who you want.
o
Allows Managers to focus on preparing to welcome new staff – follow the guide
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Steps for Onboarding:
1.
Seek position approval
2.
Create a Hiring Plan with your Recruiter
3.
Review applications, selecting the most qualified applicants - After your Open
Job has been Posted
4.
o
We hope you will make a rapid hiring decision within 2 weeks of growing a
sufficient applicant pool
o
Any Candidate strongly being considered should complete a livescan and a Skills
Survey (references) after interviewing – JUST TELL US
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Keep your recruiter informed of the candidates you have interviewed so that we
can correctly inform them of their status
We do the rest!
Now you can get ready for Day 1 in your department.
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Beginning Monday, June 17, 2013

All job offers will only be made by your Recruiter.

New Hires, Transfers and Promotions will all be covered under the new process

Clinical ladder movement without a requisition still requires PAR

Just call your recruiter and go over the offer checklist

Your recruiter will make the verbal job offer with the applicant, review next
steps and send out the formal offer letter with a copy to you.

Your recruiter will set the start date with new hire in collaboration with hiring
manager

Once the offer is accepted, feel free to email or call the new employee to
welcome them to UCLA (continue to refer questions to Recruitment)
Beginning Monday, June 17, 2013

All new hires will begin their employment with UCLA Hospital System on a New
Hire Orientation day

Health System New Hire Orientations are now set three times per month

Throughout the process Onboarding Coordinators will stay in contact with the
new hire as they are being onboarded.

Two onboarding coordinators have been hired as part of the our recruitment
team Brock Ferguson and Jessie Sweeny.

Brock and Jessie are also available should you have questions and your
Recruiter is unavailable.
Onboarding Coordinators:
o Brock Ferguson
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Assigned to Sheri Monsein, Bella Aivazian, Aaron Magpali and David Grometer
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Contact Info:
o [email protected]
o 310-825-1714
o Jessie Sweeney
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Assigned to Robin Clayton, Nancy Gonzalez, Lisa Graffin and Reggie Glynn
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Contact Info:
o [email protected]
o 310-794-2678
Beginning Monday, June 17, 2013
Managers or designees no longer need to do the following for
Hospital System staff:

Schedule new hire for New Employee Orientation

Process an EDB TRF or a PAR for New Hires

Process Photo ID request

Process new hire parking

Coordinate Training with CareConnect team
Beginning Monday, June 17, 2013
 Do Not Schedule New Hire for New Employee Orientation
o
The New Employee Orientation will be scheduled by the Onboarding Coordinator after
the recruiter and final candidate agree on a start date with input from the manager.
 Do not process an EDB TRF or a PAR for New Hires
o
The onboarding coordinator will communicate with workforce administration for all
the information needed to do EDB entry.
 Do Not Process Photo ID & Parking request form
 During New Employee Orientation new hires will receive the following:
o
Photo ID
o
Permanent or temporary parking permit
Beginning Monday, June 17, 2013

Our Workforce Administration Coordinators will send you a link to complete the following
information:
o Photo ID designation (red, blue or yellow)
o
HBS Group
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Proximity access
o UC Directory Information
O
Parking Lot & Type
Beginning Monday, June 17, 2013
 CareConnect Classes

A schedule of trainings will be given to each new hire during New Employee
Orientation

Nursing Orientation schedule & location (if applicable)

CareConnect classes schedule & location (if applicable)
 Workforce Administration Coordinators:
Pam May – [email protected]

•
Extension: (310) 794-5372
Anjali Fernando – [email protected]

•
Extension: (310) 794-0500
Managers’ Dashboard
 How do you know where your new hire is in the process?
 Log into the Onboarding Dashboard for Managers at
https://hrapps.mednet.ucla.edu/login.asp
Confid
ential
Name
Info
Making the First Day a Great One
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Make sure you’re present to welcome the new employee on his or her first day (a
welcome note at the new employee’s desk goes a long way).
•
Introduce the new employee to the team and Associate Mentor.
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Arrange a welcome lunch, $8 added to BruinCard on 1st Day
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Tour the department with the new employee.
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Facilitate applicable orientations and trainings.
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Meet with the new employee to review job description and expectations, work
schedule, time sheet protocol, and overtime policy.
•
Provide keys or access codes to the office/unit.
Building a Solid Foundation: The First Week
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Review Job Description & Performance Expectations.
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Review Department Specific Orientation.
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Introduce your new employee to unit CICARE worksheet.
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Review the unit’s phone etiquette and goals.
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Schedule ongoing meetings (daily or weekly for the first month; bi-weekly thereafter) and
reviews (30-day, 60-day, 90-day and monthly thereafter for the first 12 months).
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Arrange an introduction to the Director or Associate Director.
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Make rounds to observe the new employee and address any performance issues early on.
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Provide regular praise and recognition.
Developing Happy Employees: The First Month
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Continue to make rounds and observe your new employee.
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Conduct weekly one-on-one “touch base” meetings.
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Ensure that all mandatory online trainings are completed.
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Review and clarify performance objectives at the 30-day review.
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Involve the new employee in a project with another team member.
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For MSP members, meet with Senior Leadership to discuss the new employee’s
onboarding status.
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Develop a list of important dates and milestones (birthdays, anniversary dates, etc.).
Keeping Happy Employees: The First Year
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Continue monthly check-ins to address concerns.
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Involve the new employee in group projects.
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Identify and assign educational opportunities to your new employee.
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For new leaders, set objectives, build goals, and complete the Management
Performance Template.
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Enroll new leaders in Leadership Academy and other related trainings.
Keeping Happy Employees: The First Year
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Day 45: Ensure that the recruiter mails a follow-up letter with a UCLA gift.
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Day 60: Provide TalentPlus feedback card.
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Day 90: Review performance, clarify expectations if needed, and enroll the employee in
additional trainings as needed.
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Month Six: Identify other development opportunities for the new employee.
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Month 12: Conduct annual performance review and set objectives for the coming year.
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Celebrate the one-year milestone with a hand-written note and an on-the-spot award.
All new hires will begin their employment with UCLA Hospital System on a New Hire
Orientation day
Health System New Hire Orientations are now set three times per month
Frequently Asked Questions
• Who is granting AD access?
• Care Connect Templates?
• Who notifies the other
candidates that were not selected?
• How will my new employee
get their uniform?
We Love Feedback!!
• Please send any feedback to [email protected]

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